HomeMy WebLinkAboutLT-2021-017LT -2O21.-OT7-CHAM BER- ROS LYN ALE
2021 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND THE KITTITAS COUNTY CHAMBER OF COMMERCE
This Contract, effective January t,2O2t 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:
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 one thousand five hundred thirty-three dollars and
ninety-nine cents ($1,533.99) (5615.14 Roslyn Lodging tax funding and S91g.g5 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 ($1,533.99) (S6fS.f+ Roslyn Lodging tax
funding and 5918.85 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 15,2022 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
LT -202T-OT7-CHAM B E R-ROS LYN ALE
205 West 5th Ave - Suite L05
Ellensburg, WA 98926
a uditorsaccounting@co.kittitas.wa.us
e. Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
f. Contractor is eligible to claim reimbursement for the following items and amounts only
o Print marketing
r Digital marketing
o Stage rental
o Entertainment
o Equipment hire- rental
o Volunteer Training
e Talent fees
r Porta potties
o Garbage service/ bin rental
r PPE
o 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
fol lowi ng add 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
2027 County Lodging Tax Funding Agreement Page 2
LT.2O2L-OT7-CHAM BE R.ROS LYN ALE
c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now or hereafter in effect, of any governmental
authority (including, but not limited to, such requirements as may be imposed upon the
County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, or mental handicap.
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-Indemnitv. 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;
a Any lien asserted upon any property of the County in connection with the Services for this
a
2O27 County Lodging Tax Funding Agreement Poge 3
LT.ZO21.-OL7-CHAM B E R- ROSLYN ALE
Agreement;
a Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
a Any breach of or default under this Agreement by Contractor.
Section 5. Comoliance Public Records Law.
a ln compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. ln the event a public records request is made to the County for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County shall provide notice to
Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 6. lndustrial lnsurance Waiver.
With respect to performance of this Agreement and as to any claims against the County, its Additional
lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contractor's employees
and agrees that the obligations to indemnifiT, defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is
mutually negotiated by the parties to this Agreement.
Section 7. lnsurance and Endorsements.
The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses
arising out of personal injury (including death) or property damage that may result from
performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
c
a
c
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LT -2O2T-OL7-CHAM BE R- ROSLYN ALE
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 Contracto/s Services, the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of
the date of the notice of termination.
Section 9. Miscellaneous
Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
c. Notice for any purpose under this Agreement, except service of process, shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W.
5th Ave. Ste. 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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LT -2021-OI7-CHAM B E R- ROSLYN ALE
e. This Agreement may be executed in one or more counterparts and by facsimile, each of
which will be deemed an original, but all of which together will constitute one and the same
instrument.
f. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
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.
i. 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
LT -202L-O77.CHAM BE R- ROSLYN ALE
c
KITTITAS COUNTY
BOARD OF COU
Commissioner
D AS TO FORM
MISSIONERS CONTRACTOR
IPrint Name]
&e-9l [Address]
Clerk of the Board
l(t'
Deputy Prosecuting Attorney
2O27 County Lodging Tax Funding Agreement Page 7
fxhib it u
Ru
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2O2O*
Submittal lnstructions
& General
lnformation *
DC you attend the Qant Applicaticn \A,brkshop - 2020 hostecl by the Kittitas County fharber of Cormerce?
f Yes
fNo
tr Yes,
lhave read alrd undersland Subrrittal hrstrrictions and Ger]eral lnfffnntion for the 202'1 Lodging Tex Gant Funding
R'ocess
You are strongly encouraged to compose your re$ponses to the questions of this form with a desktop text
editor and save your work, lhen copy and paste the information into ihe form. You may also save a drafi 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
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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 Chamber of Commerce
Organization Address * Sreel Addreis
609 N Main
Address Line 2
0tv
Ellensburg
tustal I Zip Code
98926
Upload Proof of
Organization Status*
Stale / R'ovince / Reqion
Ocuntry
United States
Organization is a:
*C Business
G Non-Profit
(Note: Please submit W-9 for business or IRS Designation Letter for non-profit.)
Click here to viewsample documenis (redacted).
501c6 Staius.pdf
Acceptable file f ornets include: JPG, FtF or TIFF.
282.73K8
Project Contact I nformation
First Name* Madison
Last Name* Ford
Phone Number* 509-925-2002
Email* madison@kittitascountychamber.com
Project or Event lnformation
:,
ProjecVEvent Name* Roslyn Mountain Ale Festival
Service Categories Check all categofies that apdy to tlris application
l- Tourism promotion/marketing
ly' Operaiion 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 which your event or project will be held. You may add as many
dates or daie ranges as necessary.
Event Dates
Start Dates*
101912021
Projeci/Event*Locatton
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
End Dates
101912021
Roslyn Yard, Roslyn
6 Ongoing ProjecilEvent (More than four years in existence)
f New ProjectlEvent (Four or fera,er years in existence)
$ 1711.97
lf you selected "Grgoing FlojecVfuent" above this anount n€y not exceed 1 0% of the total expelse budget of this
pnoject.
Funding Request Max
Tourism Seasons *fromthe list lelow. what season will your project elthance {ourism? S€lect arry wlrich apply.
l- Year-round (January - December)
l- Off Season (November - February)
F Shoulder Season (October or March - May)
[- High Season (June - September)
Application Questions: Part 1
Please answereach question completely, in the orderlisted. Please include anysupporting datawithinthe
response narrative.
1 | ProjecUEvent Description
Please provide a description of your projectlevent.
Response 1:
ProjecVEvent*uescflpflon
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 event attracts a large audience from our main iourism markets in
Western Washington, as well as in other communities around the state and
beyond. This event features live music and :10-12 of Central Washington's best
breweries that provide tastings for visitors in provided tasting glasses included in
ihe ticket price. Surrounded by quaint shops and eateries, attendees can enjoy the
beer festival and eplore shopping and dining in dorarntorrn 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 ii is centralized, outdoor, spacious
and tucked in the dovrnrtovvn 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 tourism destination
1 . Away from their place of residence or business and staying overnight in paid accommodations:
2. To a place fifty miles or more away from their place of residence or business for the day or staying overnight:
3. or fronr another country or state outs;de of their place of residence or business.
You must provide the evidence utilized in determining your projections.
Response 2.1 *$"try would ioufists travelio ldttitas County io attert your eveni;activitirifacilily?
Considering that our craft beer scene is one of the most popular attractions of
Kittitas County, and becoming nlore sought after as we have new breraeries
migrating to Upper County, we knowthat beer enthusiasts front across the PNW
see this event as worth the drive- in fact, part of getting arnay is what makes it so
special to travelers, Tourists travel to Roslyn to attend this event because it is at a
centralized venue with surrounding ouidoor recreation, accomn:odations, boutique
shopping, and dining options. lt brings beer-enthusiasts together, r,vtrile still
providing an intimate setting auay from the city. Not only the regional vendors but
the downto\in scene in the mountainous Roslyn. WA. make this eveni successful
year over year.
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Response 2.2 *Describe the prior success of your er,rent/actiriity/facility in attracfior, tourists.
Based on ticket pre-sale data collected from the last event in 2019 wth 375 guests
approximately 460/' (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 approximately 74 rooms at an
ADR of $117.35. ln 2019, this even helped bring approximately 98,683.90 to the
upper county lodging market during this r.r,eekend.
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Application Questions: Part 2
3llmpact
Response 3:
Measuring Results *
fbscribe how you \l]ill protmte your evetlt/aciiviryliacility to atkaci tourisrs.
We will develop an event Facebook page that will promote different components of
the event, and will drive travelers to our \/ebsiie to purchase lheir tickets. The paid
marketing will be geo{argeted to audiences 50 miles or more from Kittitas County,
in our main demographics of Pierce and King counties.
To track that raie are attracting a large audience from outside of the county as
opposed to local attendance, we will track attendees via surveys at the event to
gain data on rahere they are traveling from, their plans on lodging, and howthey
heard about the event, lo better pinpoint wlrat marketir-rg strategies are ntost
effective to reach these audiences.
We will also use ticket purchases. social nredia engagement, and website traffic to
gain data about attendees and wtrere they are traveling from. Additionally, r,rrc plan
to sell a greater number of t;ckets online than in a physical format in Kittitas County
to allowforthose 50 miles or more awaytofind avallable tickets. (400 tickets sold,
100 in Visitor Centers and 300 online)
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Application Questions: Parl 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 Douintown Assocjation- local promotiotr
Suncadia Resort- promotion
Big Dirty Run- discounted ticket for racers
Hotel Roslyn- host hotel and promotional partner
CWU Craft Brewing Program- prornotion and volunteerism
Central Washington & North\^est Breweries- vendors
Hotel roslyn- host hotel with special djscount for guests
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4.2 Promoting Local*tsustness
llscribe hcvv yot will prorrole bdging esladishnents. reslaurirnts, arrd business located in Kltlitas Counl1/
When asked uitat comments or suggestions locals had to enhance the business
clinrate in Roslyn in Arneit Muldrovls Market Study. key themes included
collaboration. and off-season tourism promotion- vrhich 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
website. Tourist lnformation will be available for event attendees in our promotional
campaign and on our event page. We will also help directly suppori our Kittitas
County brewery vendors by purchasing lheir craft beer for the event including
Whipsaw Brewing (Ellensburg), Mule & Elk Brewing (Cle Elum), Heritage Distilling
(Roslyn), Taneum Creek Brewing (Cle Elum), and DRU BRU (Cle Elum)
Lastly. we plan to partner with Hotel Roslyn as the hosi hotel for this event. They
have agreed to compensate 50% of each Mountain Ale Festival ticket for guests
staying with thenr. and ue will w:rk together to cross promote each brand.
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b there a Irost hotel for your e,rent or grant project? lf yes, lrst the hotel.
fNo
fl Yes. H6ri:! 1..;ir:;ir,:r
4.3 Host Hotel*
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*-Continue incremental growth of the Mountain Ale Festival. lncrease ticket
inventory and expand nrerchandise options, introducing e-commerce in the next.5
years to limit booth congestion on the day of.
'Continue raorking with local establishments and partnerships such as Heritage
Distilling to one day expand with multiple venues throughout Roslyn. especially as
our capacity max limits us io expanding eponentially in 2022.
-Continue to increase revenue for the Mountain Ale festival through increased
sponsorships in 2A22. reducing overhead costs.
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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 you haci a plarrnei event ln 2020. \ rhelier it was alie io ial€ olace or rrot please riescrille any succFJ3es ancl
challenges yr';u experierrcerj.
We had planned to host the Mt Ale Festival in 2A20. and were araarded $800 in
lodging taxfunds but had to cancel because of the 10 person gathering limit.
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Additional lnformation During the time of this application. 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 wll 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
Brer,vfest event for ihe first time because it is our largest financial driver as arr
organization. ln the case where gatherings are still limited in 2A2l , we plan to
emulate this same strategy for Mountain Ale Fest.
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Suppofting Documents Ycu ney upload atry suppcrting.Joouretris such as graphs. inaoes cliagrans. nr:rke,ling rr-eterials. elc.
You are allowed to subtnt up to 3 sirrgle p"ge (LlS LeRer) docrrnents in JFG FIF or llFF iornst
TlPrevious Lodging Tax Grant Information
Previous Years
Armrded Lodging Tax
Grants *
Overall Attendnace
201 9 Actual *
375
i&s your event received Ladging T.ix frrnds in previats yei;rs?
l- No. this eventlproject has not previously received Lodging Tax Funding.
t^ Yes, 1 year previous
f- Yes, 2years previous
F Yes, 3 or more years previous
2021 Projected*
400
Number of people iravelling more than 50 miles for your event?
2019 Actual* 2021 projected*
184 196
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 paid lodging room nights resulting from you event/activity/facility?
2019 Actual*2021 Projected*
78
2019 Actual*
184
73
Prior Year Paid
Overnight Stay Data
2019 Methodology*
2021 Methodology*
Methodology
Narrative *
Application Questions: Part 5
202'1 Projected *
196
h adCition to field above, you nuy upload the eviclence lo sr.rpporl the pnor years' rcomnighi irrforrralion.
You r,ey r,rpload up io three si,rgle pages (LS L.etter). of infsnstjon. li you a sirrgle mlti-page docLrnent, only the first
three pages will be corrsirJered. 1he lollowing f ornats. 1,'vill be accepted: JFG. HF or llFF
Wlat nethoddogy did you use to calcL.rlate the 2C19 actual nunfers?
f- Direct Count (preferred)
l- lndirect Count
l| Representative Survey
l- lnformal Survey (preferred)
J- Structured Estimate
I- other
\4hat nethodology will you use to calculate the ullcririno nunlers?
J- Direct Count (preferred)
l- lndirect Count
f7 Representatrve Suruey
l- lnformal Survey (preferred)
l- Structured Estinrate
f Other
Fease explain.
We conducted a physical survey to a rotating group of sitting attendees during the
event, asking qr-testions including their lp code, accommodation details. howthey
heard about the event, eic. to guide our planning for this year. We were able to
iurn this data into an infographic. and we plan to conduct the same opt-in survey irr
2021.
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SlFunding
Does your organization have, or have you applied for, grant funding front other sources? lf not. why not? if yes, please
list the fr-rnding you have for the project, includirrg any volunteer and in-kind sources in Question 9l Project Budget
Overview.
Funding sources and anrounts wtrich have not yet been secured will be listed separately. in the field(s) directly below.
Finally, lvhat changes would occur if the project couldn't be funded?
Other Funding *Does yorrr orcanization lravr:. or have you applied lor tunding fl'omotller sources?
{' Yes f No
E4clanation *lf iot. why not?
With this event over a year au/ay. we haven't applied for other funding or
developed any sponsorship agreements at this point.
2500 character liril
Funding Shortfalls*V\d-ral changes'.vrll b€ rrcde if funtiirrg for;rcur reqriesl is r.tot avajlable cr .econnenCed?
We have \.4/orked hard over the years to make this event as self-sustaining as
possible. The changes that would 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, glassM/are. and other event supplies. The savings rn
these areas rnould be shifted to promotions and markettng to ensure that the event
continues to be sr:ccessful and drawtourists to Roslyn and the Upper Kittitas
County fronr primarily Western Washington comnrunities.
2500 clraracter lirrit.
Matching Funds
Percentage
Verification of ln-kind
Contributions
9l Project Budget Overview
Please complete budget for this project/proposal. lf your agency operates inclependenily of this project application rt may
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 ihe basic budget format shown below.
The budget must include anticipated revenues, expenditr-rres, and any potential profit or loss. For projects/events w|ich
are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations
(need not be consecutive) for the project/proposal if applicable.
For anyclaimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must
submit verifying documentation which assures the coniribution will be provided. For instance. if you are
claiming in-kind contributions in the form of advedising match. a binding contract itemi2ng the matching value and
obligating each pady must be provided.
ATTENTION: ln an effort to allow an adequate level of flexbility for all applicants, not all fields in the bLrdget portion are
required to be filled before this form is subrnitted. Providing all applicable data is your responsibility, failure to do
so will potentially jeopardize your application's chance for review.
1029.98
o//o
lhis lield will arto irll with lhe corrmi percentage baseci on your irpul to bucjgei section belovr
For any claiireci rtt-krrd ccntributio,rs valued at $500 or nrre and rejaietl lo sar!,€tirg/adverlising. you rrust srlbr-il
verityinlt docunentation which assures lhe conttiblltion will be orovicjed.
Budget Year
Edit if necessary 2017 2018 2019
Revenues From Consolidated Lodging Tax Grant
2021
LTAC Grant
Funding
AII Other Revenues
Account Name
Ticket sales
Scrip sales
Merchandise
Account Name
Venue
Ads
Breraer Product
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 2
$ 897.00
Past Actual 2
$ 9000.00
$ 650.00
$ 450.00
Past Actual 2
$ 1000.00
$ 218.00
$ 300.00
Past Actual 1
$ 942.00
Past Actual 1
$ 8255.00
$ 1206.00
$ 1277.00
Past Actual 1
$ 1000.00
$ 0.00
$ 200.00
Past Actual 1
85
Projected
$ 1,711.97
Projected
$ 8833.00
$ 2500.00
$ 5000.00
Projected
$ 1000.00
$ 0.00
$ 300.00
Projected
85
ln-Kind Contributions (except volunteerism)
Contributions of Volunteer Time
Past Actual 3 Past Actual 2
Number of Hours 85 85
EvidenceofVolunteer lleaseuploacl asinglefilewhicl,'cffersevadenceinsupporloftheprojeciedvoiunteerhours.
Contributions* Mt Ale Festival - Volunteers security.pdf
Calculaied Value of
Projected Volunteer
Time
$ 2,002.60
42.31K8
Revenue Totals
Expenses
Account Name
lnsurance/ licenses
Entertainment
Marketing
Brewer product
Merchandise cost
Event supplies
Past Actual 3
$ 14328.00
Past Actual 2
$ 12515.00
Past Actual 2
$ 448.17
$ 300.00
$ 2150.00
$ 1300.00
$ 1052.32
$ 2683.70
Past Actual 2
$ 7934.19
Past Actual 1
$ 12880.00
Past Actual 1
$ 160.00
$ 300.00
$ 585.00
$ 5283.96
$ o.oo
$ 5426.10
Past Actual 1
$ 11755.06
Projected
$ 21347.57
Projected
$ 160.00
$ 500.00
$ 2500.00
$ 5653.83
$ 2500.00
$ 5805.92
Projected
$ 171 1 9.75
Past Actual 3
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ 0.00
Past Actual 3
$ 0.00Expense 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 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 \dlo might benefit from said contract, by reason of age, race, color, ethnicity, sex. religion, military status, serual
orientaiion, creed, place of birth, or disa!ility; 2. Thatit will abide by all relevant local, state and federal laws and
regulations and; 3. That it has read the information contained in the lnstructions on pages 1 and 2 and understands and
will comply with all provisions thereof.
Certified by:
?Vaaaeo€a*a
Name *Madison Ford
Applicant's Title * Director of Tourism and Events
, ti*ffX m s R,?;ilti",r ::l ;1". I::ll*'
P. O. Box 25A8,
Cincinnati OH
Room 40 l 0
4520 L
In reply refen tor q077550279
Man. 79, 20LZ LTR 4L68C 09l-o210q30 000000 00
000391i6
BODC; TE
KITTITAS COUNTY
649 N HAIN ST
ELLENSBURC WA
CHAHBER OF COHMERCE
989?6-3109
t?: -..'-.t-.hi
LH:*
02I928
Employen Identification Number;
Person to Contact;
Toll Fnee Tel.ephone Number:
9t-a?I0430
Sophj-a Brown
I-877-829-55AA
Dear Faxpayer:
This is in response to your Feb. ?0r ZALZ, request for infornationregarding your tax-exempt status.
0un records indicate that you were recognized assection 501 (c) (6) of the Internal Revenue Code inletter issued in Juty L942.
exempt under
a determination
Because you are not an organization described
Code, do'nors may not deduct contributions madeadvise yout^ contributors to that effect.
in section 170(c) of the
to you. You should
Please ref'en to our website www. irs, gov,/eo f or inf ormation regar dingfiling requinernents. SpecificaLLyr section 6033(j) of the Codeprovides that fail.ure to file an annual information return for threeconsecutive years results in revocation of tax-exempt status as ofthe filing dge date of the thind return for organizations required tofile. t,Je wiLl publish a l-ist of organizations whose tax-exemptstatus was revoked under section 6033(j) of the Code on our websitebeginning in earLy Z0 1 I .
If you have any questions, please call us at the telephone numbershonn in the heading of this tetter.
Sineenely yours,
h'kT]^t^*-
4
Cindy Thomas
Hanager I EO Determinations
Name Email Phone lnvited Accepted Role
Check in
Check in
Mech
Mech
Photos
SuNey
SuNey
8rewery help
Brewery help
Brew6ry help
Event Coordinalion
Event Coordination
shifr Notes
1'1 -6
11-6
114
11-6
11-6
1 1-6
11-6
11-6
1 1-6
1 1-6
11-6
1 1-6
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 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 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. Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A. Print Advertising
L. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed atIOO% of the cost, including any production costs. To
operate exclusively outside of Kittitas County, the provider must not be physically located in
the County and/or not distribute any media within the County.
2. Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to L0 days prior to
the event may be reimbursed at lOO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 A, (2)(a) above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Television Advertisine:
1-. 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 at LOO% of the cost, including any production costs.
b. For seasonal or year-round events, or tor date-specific events outside of the time-
frame in Section 2 8,2(al above, advertising may be reimbursed at the rate of 70% of
the totalcost, including any production costs.
C. Online rtisins:
L. Online advertising and promotion may be reimbursed at L00% 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 L00% of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
required documentation.
E. Flvers/Posters:
1.. Flyers or posters which are placed outside of Kittitas County may be reimbursed at lOO% of
the cost, including any production cost. ln order to receive reimbursement, a list of the
locations where flyers or posters were posted outside of Kittitas County, a signed statement
from the contractor that the list is accurate and a copy of the poster/flyer must be provided
along with other required documentation.
2. Banners which are placed inside of Kittitas County may be reimbursed at IOO% of the cost,
including any production costs. ln order to receive reimbursement, the banner cannot list a
specified date or location. Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venue/facility of the event may
be reimbursed at 100% of the cost, including any production costs. ln order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertising
t. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at t}O% of the cost, including any production cost.
2. Radio advertising placed with any media provider located inside of Kittitas County may be
reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed atIOO% of the cost, including any production cost.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 F,2(a) above, advertising may be reimbursed at the rate of 30% of
the total cost, including any production costs.
G. Operation Reimbursement:
1,. Operation costs may be reimbursed LOO% 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
al LOO% 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