HomeMy WebLinkAboutLT-2021-017-Chamber-Roslyn AleLT -2O2L-OL7-CHAM BE R-ROS LYN ALE
2021 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND THE KITTITAS COUNTY CHAMBER OF COMMERCE
This Contract, effective January 1-,202I is made and entered into by and between KITTITAS
COUNTY ("County"), a subdivision of the State of Washington, and THE KITTITAS COUNTY
CHAMBER OF COMMERCE ("Contractor"), for 2O2t Roslyn Mountain Ale Festival ("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:
Secti on 1. Scooe 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 one thousand five hundred thirty-three dollars and
ninety-nine cents ($1,533.99) (5615.14 Roslyn Lodging tax funding and 5918.85 Kittitas Co.
lodging tax funding).
b. Additional payment terms: The County will make payment to the Contractor only on a
reimbursement basis, as receipts/invoices for any items including marketing and/or
advertising are submitted to the County, not to exceed the sum of one thousand five
hundred thirty-three dollars and ninety-nine cents (51,533.99) (S0rS.r+ Roslyn Lodging tax
funding and 591-8.85 Kittitas Co. lodging tax funding).
c. Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January 1,5,2022 after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn: Auditor's Accounting
2027 County Lodging Tax Funding Agreement Page 7
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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:
r Print marketing
r Digital marketing
e Stage rental
r Entertainment
. Equipment hire- rental
o Volunteer Training
o Talent fees
r Porta potties
r Garbage service/ bin rental
o PPE
r Tenting rental
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a): No Applications/ permits or Bank/ credit card fees
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
fo llowi ng a dd ress: http://www.co. kittitas.wa. us/a ud itor/defa u lt.a spx
Section 3. Perform ance 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. Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b. Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County. ln no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County. lt is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not, therefore, entitled to any benefits provided
employees of the County.
a
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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, maritalstatus, or the presence of a physical, sensory, or mental handicap.
e. The Services shall at all times be subject to inspection by and approval of the County, but
the County's making (or failure or delay in making) such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County with sufficient, safe, and proper facilities and equipment for such inspection and
free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or its designee, or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine, audit and copy, with or without notice) all of Contractor's books, documents,
papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release, lndemnity, and Hold Harmless
The County assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County, its officers and employees,
agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities,
damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
Any lien asserted upon any property of the County in connection with the Services for this
a
a
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Agreement;
a Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
a Any breach of or default under this Agreement by Contractor.
Section 5- Comnliance Public Records Law
ln compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. ln the event a public records request is made to the County for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County shall provide notice to
Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c. The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 6- lndu lnsurance Waiver
With respect to performance of this Agreement and as to any claims against the County, its Additional
lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51.
of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contracto/s employees
and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is
mutually negotiated by the parties to this Agreement.
Section 7. lnsurance and Endorsements
a. The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses
arising out of personal injury (including death) or property damage that may result from
performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
c. Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
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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. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by
the County to the Contractor shall be given to the Contractor's address provided on the
signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class,
postage prepaid, certified mail, return receipt requested.
d. The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict, affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
a
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e
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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 1-0 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.
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KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS
Chair
Vice Chair
Commissioner
ATTEST
Clerk of the Board
APPROVED AS TO FORM:
Deputy Prosecuting Attorney
CONTRACTOR
IPrint Name]
[Address]
2027 County Lodging Tax Funding Agreement Page 7
v
CLTAC: Application for Lodging Tax Grant Funding
hrbif " fi'\
Grant Application
Workshop - 2020 *Dd yoLt attend the Oanl Applicatiol V\,brkshop - 2020 hosted by ihe lfttitas Counly O€rrber ol Comlerce?
G Yes
fNo
G Yes,
lhave read and unde!'siand Subriltal hstrtctions and Ge'reral lnfornEtiofi for the 2021 Lodging Tax Gant Flrnding
F ocess
Submittal lnstructions
& General
lnformation *
You are strongly encouraged to compose your responses to the questions of this form with a desktop text
editor and save your work, then copy and paste the information into the form. You may also save a draft by selecting
the button at the bottom of this page. When you do this you will be logged out and must log back in to continue. ln order
to save a draft you will need to provide an email address and a passvr,ord. After completing the save draft, you will be
redirected to landing page containing a link to log back into the form. We suggest you save this link as a bookmark. The
link will also be sent to you in an email.
Organization I nformation
Name of Organization * Kittitas County Chaml:er of Commerce
Organization Address * streei Address
609 N Main
Address Lrne 2
otv
Ellensburg
tostali Zip Caie
98926
State / R'ovince I P€gion
WA
&untry
United States
Organization is a:*C Business
6 Non-Profit
(Note: Please submit W'9 for business or IRS Designation Letter for non-profii.)
Click here to view sample documents (redacted).
Upload Proof of 50'tc6 Status.pdf
OrganizatiOn StatUS *
Acceptable f ile fornets include: JR. FIF or TIFF,
Project Contact I nformation
First Mme*Madison
Last Name *Ford
Phone Number*509-925-2002
_ ..*Emarl mad ison @kittitascou ntych amber. com
Project or Event lnformation
282.73K8
ProjecUEvent Mme* Roslyn Mountain Ale Festival
Service Categories Clreck all categorie,s thal apdy to this application
l- Tor-rrism pronrotion/marketing
7 Operation of a special event designed to attract tourists
l- Operation of a tourism related facility
l- 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*
101912021
ProjecVEvent
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
End Dates
101912021
Roslyn Yard, Roslyn
6 Ongoing ProjecVEvent (More than four years in exisience)
f New Project/Event (Four or felver years in existence)
$ 171 1 .97
lf you selected "Orgoing FlojecVEvenf' above this anount nay not exceed 10% of the total experse budget of this
project.
Funding Request Max
Tourism Seasons*Fromthe list belor,v. what seasol.r will your project e|hance lollrisn't Select any which ap$y
l- Year-round (January - December)
l- Off Season (November - February)
17 Shoulder Season (October or March - May)
l- High Season (June - September)
Application Questions: Part 1
Please answer each question completely, in the order listed. Please include anysupporting data within the
response narrative.
1 I ProjecUEvent Description
Please provide a descripiion of your project/event.
Response 1:
ProjecVEvent
Description *
List of lntended Use of Funds*
Employee travel and training
The Mountain Ale Festival is an intimate beer tasting event held in Roslyn,
Washington. This eveni attracts a large audience from our main tourism markets in
Western Washington, as rarell as in other communities around the state and
beyond. This event features live music and 10-12 of Central Washington's besi
brevr,eries that provide tastings for visilors in provided tasting glasses included in
the ticket price. Surrounded by quaint shops and eateries, attendees can enjoy the
beer festival and eplore shopping and dining in downtolrrn Roslyn before and after
the event. The Roslyn Yard provides an optimal location for beer enthusiasts to
enjoy tasting different craft beers and ciders as it is centralized, outdoor, spacious
and tucked in the downtown core.
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List of lntended Use of Funds*
Print marketing
Digital marketing
Stage rental
Entertainment
Equipment hire- rental
Volunteer Training
Talent fees
Porta potties
Garbage service/ bin rental
PPE
Applications/ permits
Bank/ credit card fees
Tenting rental
2l Supporting Kittitas County as a tourlsm destination
1. Away {rom their place of residence or business and staying overnight in paid accommodations;
2. f o a place fifty miles or more away from their place of residence or business for the day or staying overnight;
3. or fronr another country or slate outside of their place of residence or business.
You must provide the evidence utilized in determining your projections.
Response 2.1 *Wry would tourists travelto ldRilas {bLlnty lo altend your evenUactMity/facilily?
Considering that our craft beer scene is one of the most popular attractions of
Kittitas County, and becoming more sought after as rarc have newbreureries
migraiing to Upper County, rae know that beer enthusiasts front across the PNW
see this event as worth the drive- in fact, part of getting away is what makes il so
special to travelers. Tourists travel to Roslyn to attend this event because it is at a
centralized venue with surrounding outdoor recreation, accomnrodations, boutique
shopping, and dining options. lt brings beer-enthusiasts together, while still
providing an intimate setting away from the city. Not only the regional vendors but
the downtoranr scene in the mountainous Roslyn, WA, make this event successful
year over year.
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Response 2.2 *Descdbe the prior success of your evenilactivityllacllity irr attractii]r, lourists.
Based on tickei pre-sale data collected from the last event in 2a19 with 375 guests,
approximately 46% (172 attendees) traveled from outside of the county, with 3%
(12 attendees) from outside of the state- 184 travelers staying in paid
accommodations for the event. About 184 people stayed in paid accommodations,
divided by 2.5 average people per room, giving us approimately 74 rooms at an
ADR of $1 17.35. ln 2019, this even helped bring approximately $8,683.90 to the
upper county lodging market during this ueekend.
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Application Questions: Parl 2
3llmpact
Response 3:
Measuring Results *
Describe hovr you \,n/ill pronole your evenvactivity/facilily to attract tourists.
We will develop an event Facebook page that will promote different components of
the event, and will drive travelers lo our r,rcbsite to purchase their tickets. The paid
marketing will be geo-targeted to audiences 50 miles or more from Kittitas County,
in our main demographics of Pierce and King couniies.
To track that ulre are attracting a large audience from outside of the county as
opposed io local attendance, we wll track attendees via surveys at the event to
gain data on ll,here they are traveling from, their plans on lodging, and howthey
heard about the event, lo better pinpoint wtrat marketing sirategies are nrosi
effective to reach these audiences.
We will also use ticket purchases, social media engagement, and u,ebsiie traffic to
gain data about attendees and r,vhere they are traveling from. Additionally, rae plan
to sell a greater number of tickets online than in a physical format in Kittitas County
to allowfor those 50 miles or more a\iay to find available tickets. (400 tickets sold,
'100 in Visitor Centers and 300 online)
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Application Questions: Part 3
4lCollaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
4.1 Collaboration*City of Roslyn
Basecamp Books and Bites- venue, neighbor, vendor, and promoter
Roslyn Downtom Assocjation- local promotiorr
Suncadia Resort- promotion
Big Dirty Run- discounted ticket for racers
Hotel Roslyn- host hotel and promotional partner
CWU Craft Brewing Prograrn- prornotion and volunteerism
Central Washington & Northuest Brelreries- vendors
Hotel roslyn- host hotel with special discount for guests
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4.2 Promoting Local
Business *D:scribe how you will pronote lodging establishrrents. restauranls. and business localed irr Kifiitas Collnly
When asked wliat comnrents or suggestions locals had to enhance ihe business
climate in Roslyn in Arnetl MuldroWs Market Study, key themes included
collaboration, and off-season tourism promotion- lthich remain focus areas as we
growthe Roslyn Mountain Ale Festival.
To assist in the marketing efforts of Kittitas County and help support surrounding
small businesses, we will link all our marketing to the Central Washington Outdoor
u,ebsite. Tourist lnformation will be available for event atiendees in our promotional
campaign and on our event page. We will also help direcily support our Kittitas
County breuery vendors by purchasing their craft beer for the eveni inclr-rding
Whipsaw Brewing (Ellensburg), Mule & Elk Brewing (Cle Elum), Heriiage Distilling
(Roslyn), Taneum Creek Brewing (Cle Elum), and DRU BRU {Cle Elum)
Laslly, ue plan to partner with Hotel Roslyn as the host hotel for this event. They
have agreed to compensaie 50% of each Mountain Ale Festival ticket for guests
staying with them, and ue will wrrk iogether to cross promote each brand.
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ls there a lrcx;t holel fof your event or grant proj--ct? lf yes. list the hotel.
fNo
G Yes. I,iria! lioslvn
4.3 Flost Hotel*
5l Future Plans
Please explain what plans exist to allow this project to become self-sustaining. lnclude any plansfor ticket
sales, event sponsors, and other cost-recovery models.
Future Plans*-Continue incremental grow,th of the Mountain Ale Festival. lncrease ticket
inventory and eryand merchandise options. iniroducing e-commerce in the next 5
years to limit booth congestion on the day of.
-Continue rrvcrking with local establishments and partrrerships such as Heritage
Distilling to one day epand with multiple venues throughor-rt Roslyn. espeoally as
our capacity max limits us to expanding exponenlially in 2022.
-Continue to increase revenue for the Mountain Ale festival through increased
sponsorships in 2022, reducing overhead costs.
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Application Questions: Part 4
5l 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 lf you hacl a planrred evert in 2020. urhe,ther il was alte io take place or not. please describe any successes and
challenges you experienced.
We had planned to host the MtAle Festival in2O20, and r,rcre arrvarded $800 in
lodging tax funds but had to cancel because of the 10 person gathering limit.
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Additional lnformation During the time of this applicalion, we are planning to host a virtual Winterhop
Brewfest in 2020. allowing participants to eplore exclusive online brewery content
(behind the scenes, tastings, the brewing process, etc.) We are allowing another
option for attendees to opt into purchasing beer and will ship them a 6 pack to
enjoy with the online resources for a higher ticket price.
We made the strategic decision to determine this method for our Winterhop
Breralest event for the first time because it is our largest financial driver as an
orgarrization. ln the case where gatherings are still limited in 2021, we plan to
emulate this same strategy for Mountain Ale Fest.
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Supporting Documents You n€y upload any sup|Drling docun€nis such as graphs, innges, diagranr. nBrketing rrplefials, etc.
Yclr are allowed to subrril up to 3 single pagle (L,S l-etter) docunenls in JPG Ftr or llFFfornat
TlPrevious Lodging Tax Grant lnformation
Previous Years
Atrwrded Lodging Tax
Grants *
Overall Attendnace
2019 Actual*
375
i-hs your event received Lulging Tax funds r't previous yeats?
f No, this evenUprojecl has not previously received Lodging Tax Funding.
f Yes, 1 year previous
f Yes, 2years previous
tt Yes, 3 or more years previous
2021 Projected*
400
Number of people traveling from outside WA State for your event?
2019 Actual* 2021 Projected*
11 12
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
Number of people travelling more than 50 miles for your event?
2021 Projected*
196
2021 Projected*
196
ln addition to field above, you nay u$oad the evidence to support the p{iot years' roomrrighl inforneition.
You ney upload up to three single pages (LE Letter), of infornation. lf you a single ntlti-page docurrent, only the first
lhree pages will be considered. The foilcnving fornats, will be accepted: JFG, FS or 'TIFF
2019 Methodology*Wut
'rcthoddogy
did Vol use to calculate the 2019 actual nunJ:eis?
f- Direct Count (preferred)
l- lndirect Count
[7 Representative Survey
[- lnformal Survey (preferred)
l- Structured Estimate
l- Other
2021 Methodology*\A,hal nethoddogy w ill you use to calculale the uporring nuntte.s?
l- Direct Count (preferred)
l- lndirect Count
f7 Representative Survey
l- lnformal Survey (preferred)
l- Structured Estinrate
f other
2019 Actual*
184
201 9 Actual *
184
Prior Year Paid
Overnight Stay Data
Methodology
Narrative *
Application Questions: Part 5
Number of paid lodging room nights resulting from you event/activitylfacility?
2019 Actual* 2021 Projected*
73 78
Flease ex$ain.
We conducted a physical survey to a rotating group of sitting attendees during the
event, asking questions including their lp code, accommodation details, howthey
heard about the event, eic. to guide our planning for this year. We were able to
turn this data into an infographic. and rrie plan to conduct the same opt-in survey in
2021.
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SlFunding
Does your organization have, or have you applied for, grant funding fronr other sources? lf not, vritry not? lf yes, please
list the futrding you have for the project, including any volunteer and in-kind sources in Question 9l Project Budget
Overview.
Funding sources and amounts rd-rich have not yet been secured wll be listed separately, in the field(s) directly below.
Finally, what changes would occur if the project couldn't be funded?
Other Funding *Dces your organization have. or lrave ycx applied lor fLtnding fromother sources?
fYes GNo
lf rrot, why nol?
With this event over a year a\ffay, we haven't applied for other funding or
developed any sponsorship agreements at this point.
2500 clraracter limt
..*Eplanatron
Funding Shortfalls*Wnt changes willbe nutie rf fulding for your reqLresl is not av:lilable or reconrrended?
We have worked hard over the years to make this event as self-sustaining as
possible. The changes that r,rould occur if the project could not be funded is a
reduction in promotion and marketing, and finding less expensive alternatives to
event needs such as tenting, giassware, and other event supplies. The savings in
these areas M/culd be shifted to promotions and marketing to ensure that the event
continues to be successful and drawtourists to Roslyn and the Upper Kittitas
County fronr primarily Western Washington comnrunities.
2500 draracter liml.
Matching Funds
Percentage
Verification of ln-kind
Contributions
9l Project Budget Overview
Please complete budget for this project/proposal. lf your agency operates independently of this project application it nray
not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to the
projectlevent for which you are requesting funding and adheres to the basic budget format shown below.
The budget must include anticipated revenues, expenditures, and any potential profit or loss. For projects/events wirich
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 veriflng documentation which assures the contribution will be provided. For instance, if you are
claiming in-kind contributions in the form of advertising match, a binding contract itemilng the matching value and
obligating each party must be provided.
ATTENTION: ln an effort to allowan adequate level of flexibility for all applicants, not all fields in the br-rdget portion are
required to be filled before ihis form is submitl.ed. Providing all applicable data is your responsibility, failure to do
so will potentially jeopardize your application's chance for review,
1029.98
OJ/o
l.lris field will aLrto lill witir lhe correct p.ercentage based on your irrpril lo buclget section belovy
For any clained rtt-knd ccntribuliotrs valued at $500 or nnre anci relaled lo rrarketirr!y'acl'/e.lising, you nust sub.ril
verifying docuneniatior: urhich assurss ihe conll'ibLltion will be provideri.
Budget Year
Edit if necessary 2017 2018 2019
Revenues From Consolidated Lodging Tax Grant
2021
LTAC Grant
Funding
All Other Revenues
Account Name
Ticket sales
Scrip sales
Merchandise
Account Name
Venue
Ads
Brer,trer Product
Revenue Totals
Expenses
Account Name
lnsurance/ licenses
Entertainment
Marketing
Breuer product
Merchandise cost
Event supplies
Past Actual 3
$ 2,290.00
Past Actual 3
$ 8225.00
$ 1023.00
$ 1230.00
Past Actual 3
$ 1000.00
$ 260.00
$ 300.00
Past Actual 3
$ 14328.00
Past Actual 2
$ 897.00
Past Actual 2
$ 9000.00
$ 650.00
$ 450.00
Past Actual 2
$ 1000.00
$ 218.00
$ 300.00
Past Actual 2
$ 12s15.00
Past Actual 2
$ 448.17
$ 300.00
$ 2150.00
$ 1300.00
$ 1052.32
$ 2683.70
Past Actual 2
$ 7934.19
Past Actual 1
$ 942.00
Past Actual 1
$ 8255.00
$ 1206.00
$ 1277.00
Past Actual 1
$ 1000.00
$ o.oo
$ 200.00
Past Actual 1
Past Actual 1
$ 12880.00
Past Actual '1
$ 160.00
$ 300.00
$ 585.00
$ 5283.96
$ o.oo
$ 5426.10
Past Actual 1
$ 1 1755.06
Projected
$ 1,711.97
Projected
$ 8833.00
$ 2500.00
$ 5000.00
Projected
$ 1000.00
$ o.oo
$ 300.00
Projected
85
Projected
$ 21347.57
Projected
$ 160.00
$ 500.00
$ 2500.00
$ 5653.83
$ 2500.00
$ 5805.92
Projected
$ 17119.75
ln-Kind Contributions (except volunteerism)
Contributions of Volunteer Time
Past Actual 3 Past Actual 2
Number of Hours 85 85 85
Evidence of Volunteer Flease udoad a single f ile which offers evidence in supporl of the projected vdunteer hours.
Contributions* Mt Ale Fesiival - Volunteers Security.pdf
Calculated Value of
Projected Volunteer
Time
$ 2,002.60
42.31K8
Past Actual 3
$ 0.oo
$ 0.00
$ o.oo
$ 0.00
$ o.oo
$ o.oo
Past Actual 3
$ o.ooExpense Totals
Profit & Loss
Past Actual 3
$ '14328.00
Past Actual 2
$ 4580.81
Past Actual 1
$ 1124.94
Projected
$ 4227.82
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 applicaiion, unlawfully discriminate against any employee, applicant for employment, client, customer, or oiher
person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, serual
orientation, creed, place of birth, or disability; 2.fhal it will abide by all relevant local, state and federal lar,rc and
regulations and; 3. That it has read the information conlained in the lnstructions on pages 1 and 2 and understands and
will comply with all provisions thereof.
Certified by:
%.tua€.qdd
Name*Madison Ford
Applicani's Title * Director of Tourism and Evenis
.#frfil I n s il,'.ri:i :1",1 i.:i ;1.. l::lt::'
P.0 . Box ?508 , Room 40 l 0
Cincinnati OH 45ZOL
In reply refen tor q077550?79
Mar. 29, ?0I? LTR 4L68C 09t-0210q30 000000 00
00039116
BODC: TE
KITTITAS COUNTY
609 N HAIN ST
ELLENSBURS tJA
CHAHBER OF COMHERCE
989?6-3109I l'.1 -vl
t-httilr:t
02L928
Employer Identification Number:
Person to Contact;
To11 Free Telephone Number:
9L*0210430
Sophia Brown
L-877-829-5500
Dear Taxpayer;
This is in response to your Feb. Z0, ?0LZr reeuest for informationregarding yDur tax-exempt status.
0ur reconds indicate that you were recognj-zed assection 501(c)(6) of the Internal Revenue Code inletter issued in July 1942.
exempt under
a det ermi nat i on
Because you
Code, donors
advise your
are not an organization described in section r70 (c) of the
may not deduct contributions made to you. you shouLdcontributors to that effect.
Please ref'er to our website www. irs, gov,/eo f on inf ormation regardrng
f iling requirernents. specif ical"1y, section 6o3s{ j) of the codeprovides that failure to fiLe an annual information return for thneeconsecutlve years results in nevocation of tax-exempt status as ofthe filing due date of the thind return for organizations reguired tofile. i,Je will publish a List of organizations whose tax-exemptstatus was revoked under section 6033(j) of the Code on our websitebeginning in early 20 I I .
If you have any questions, please call us at the telephone numbershovrn in the heading of this letter,
Sincenel-y youns,
Tl#^*-
Cindy Thomas
Hanagerr E0 Determinations
Nehe Email Phohe lnvited Accepted Role
Check in
check in
Mech
Mech
Photos
Suruey
Suruey
Brewery help
Brewery help
Brewery help
Event Coordination
Event Coordinalion
shifr Notes
1 1-6
't 1-6
't1-6
11-6
1 1-6
1l-6
1 1-6
1 1-6
1 1-6
1 1-6
't 1-6
1i-6
Exhibit "8"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Brandins
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
information as follows:
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo with an operational link to the site(s). The logo must be displayed on the
contractor's home page, it must be sized no smaller than% inch in height, and must be
surrounded by appropriate white space to allow easy recognition and legibility. Contractors
shall not change the logo(s) in color or appearance.
B. Print Advertisins and Online Displav Advertisins of all types ( including but not limited to
newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party
websites, streaming displays, etc.) must include the County's and appropriate City's tourism
website logo. The logo must be sized no smaller than% inch in height, and must be surrounded
by appropriate white space to allow easy recognition and legibility. Contractors shall not change
the logo(s) in color or appearance.
C. Video Advertisine of all types (including but not limited to television, online, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller lhan% inch in height, and must be surrounded by appropriate
white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in
color or appearance.
All logos and website information may be obtained by contacting the Director of Tourism, Kittitas
County Chamber of Commerce.
Section 2. Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A. Print Advertisins
1.. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed alI0O% 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)(a) above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Television Advertising:
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 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 8,2(al above, advertising may be reimbursed at the rate of 7O% of
the total cost, including any production costs.
C. Online Advertisins:
1.. Online advertising and promotion may be reimbursed at 100% of the cost, including any
production cost.
2. Streamed media (radio, television, other) requests for reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County. Reimbursements will be allowed for the percentage distributed
outside of Kittitas County, including any production costs.
D. Direct Mail
1. Direct mail advertising may be reimbursed at 100% of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
required documentation.
E. Flvers/Posters:
L Flyers or posters which are placed outside of Kittitas County may be reimbursed at 7OO% of
the cost, includingany production cost. ln orderto receive reimbursement, a listof 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 1O0% 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:
7. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at LOO% of the cost, including any production cost.
2. Radio advertising placed with any media provider located inside of Kittitas County may be
reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed atl0O% of the cost, including any production cost.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 F, 2(al above, advertising may be reimbursed at the rate of 3O% of
the total cost, including any production costs.
G. Operation Reimbursement:
t. Operation costs may be reimbursed 100% 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