HomeMy WebLinkAboutLT-2021-009LT-2O21-OO9-PATRIOT NIGHT UNDER THE LIGHTS
2021 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND KITTITAS COUNTY EVENT CENTER
This Contract, effectiveJanuary t,2OZt is made and entered into byand between KITTITAS
COUNTY ("County"), acting as agent for and on behalf of the City of Ellensburg, a Washington
municipal corporation ("City"l, a subdivision of the State of Washington, and KITTITAS COUNW
EVENT CENTER ("Contractor"lfor 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.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 15,2022 after this date funds lapse.
d. Requests for reimbursements must be submitted to:
_2027 County Lodging Tox Funding Agreement Page 7
LT-202I-OOg-PATRIOT NIGHT UNDER THE LIGHTS
Kittitas County Auditor
Attn: Auditor's Accounting
205 West 5th Ave - Suite 105
Ellensburg, WA 98926
auditorsaccounting@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 Advertising
o Online Advertising
r Operating Supplies
r 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.
l. 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 ito r/defa u lt.aspx
Section 3. Perfor nce bv Contractor.
a Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County and City. Any such delegation or subcontracting without the County's or City's
prior written consent shall be voidable at the County's or City's option.
b. Contractor shall at all times be an independent contractor and not an agent or representative
of the County or City with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County or City. ln no event
shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf
of the County or City. lt is understood that the Contractor and the Contractor's staff and
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 Page 2
LT-2O27-OO9-PATRIOT NIGHT UNDER THE LIGHTS
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, mental disability or any other
protected status recognized under local, state or federal law.
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 Internal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release, lndemnitv. 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:
Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
a
7 County Lodging Tax Funding Agreement Poge 3
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;
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-Co mnl iance 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.
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.
Secti on 5. 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
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.
a
c
a
t 7 County Lodging Tax Funding Agreement Page 4
LT-2021-OO9-PATRIOT NIGHT UNDER THE LIGHTS
c. Should the County require such liability insurance, the Contractoragreesto 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 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.
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.
c. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promiseg
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 5th Ave.
Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the
Contractor shall be given to the Contractor's address provided on the signature page. Notice
may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified
e
_2027 County Lodging Tax Funding Agreement Page 5
LT-2021.-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.
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 L0 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.
7 County Lodging Tox Funding Agreement Page 6
KITTITAS COUNTY
BOARD OF COUNTY tsstoNERs
J d-
Clerk of the Board
LT-2O27-OO9-PATRIOT NIGHT UNDER THE LIGHTS
CONTRACTOR
[Print Nam
9ot 9 *7+\ A.re
[Address]
C<?)q) Q t ^2 "tG1{
[Telephone]
ttl
TO FORM:
Deputy Prosecuting Attorney
7 County Lodging Tax Funding Agreement Page 7
fyvtrbit rr p1t
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2020*
Submitial lnstructions
& General
lnformation *
Dd you attend the Aant Application $brkshop - 2020 hosted by lhe ldttitas County Orarber of Conrerce?
G Yes
cNo
G Yes,
I have read atrd utrderstand grbdttal trstuctions and General lnformtion {or lhe 2021 Ldging Tax Gant funding
Ftocess
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
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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 * Stieet Address
901 E 7th Ave
Address Line 2
0ty
Ellensburg
tostal / Zip Oode
98926
StalelF"ovince/fugion
WA
Ccuntry
United States
Organization is a: *l. Business
C Non-Profit
(Note: Please submit W-9 for business or IRS Designation Letter for non-profit.)
Click here to view sample documents (redacted).
Upload Proof of
Organization Status
2019 signed current ur9.pdf
Acceptable file forn"uts irrclude: JPG. FDF or TIFF.
kady. porterfield@co. kittitas.vra. us
125_87K8*
Project Contact I nformation
First Mme*Kady
PorterfieldLast Name *
Phone Number*509-962-7675
_ ..*Emarl
Project or Event lnformation
.:.1.
ProjecVEvent Name* Pairiot Night Under the Lights
Service Categories Oreck all ca{egories that apply to this apflicatirxr
f- Tourism promotionlmarketing
17 Operation of a special event designed to attract tourists
17 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 date ranges as necessary.
Event Dates
Start Dates*
71412021
ProjecVEvent
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
End Dates
71412021
Kittitas Valley Eveni Center
a Ongoing Project/Event (More than four years in existence)
6 New Project/Event (Four or fewer years in existence)
$ 20000.00
lf you sdected "Orgcing FtojecVBrenf' above this anount nay not exceed 10ol" of the total expense budget of this
poject.
Funding Request Max
Tourism Seasons*Fromthe lisl below, what seasorr will yoLlr prcject enhance lourisnr? S€lecl any which apdy
l- Year-round (January - December)
l- Off Season (November - February)
l- Shoulder Season (October or March - May)
V High Season (June - September)
Application Questions: Part 1
Please answer each question completely, in the order listed. Please include any supporting data within the
response narrative.
1 | ProjecUEvent Description
Please provide a description of your project/event.
Response 1:
ProjecVEvent
*uescflptron
List of lntended Use of Funds*
Print Advertising
Online Advertising
Patriot Night Under the Lights is a patriotic 4th of July celebration full of nrusic,
food, and family fun held in the Kiititas Valley Event Center Rodeo Arena in
Ellensburg, WA. The event will take place on July 4, 2021 to feature araard-winning,
charttopping Country music ariist Joe Nichols as the concert headliner. We will
also look forward to hearing performances from Country-Rock band Huckleberry
Road as they open the concert and then come back to lead the After Party in ihe
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 firernork show that will lr,ow the crorad!
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List of lntended Use of Funds *
Operating Supplies
Banners/Posters/Signage
Operating Rentals
Equipment Rentals
Radio Advertising
2l Supporting Kittitas County as a tourlsm 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 wol]ld tourists travel to lfttitas {bunly lo atiend your evenractivitylfacility?
Patriot Night Under the Lights is attractive to tourists because people across our
state and region love country music and altending concerts. People also love to
find a lun and exciting way to celebrate our independence on the 4th of July, and if
a huge firer,rcrk 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 \Mell-kno\ 4.1
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 u,eekend. On top of that, r,r.e at
KVEC also offer on-site RV and tent cantping. This makes it easy for out-of-toun
visitors to find a place to stay overnight and be willing to travel to our area.
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Response 2.2 *Describ the prir success of your evenUactirrityilacilily in attracliorr tcurists.
The first Patriot Nighl Under the Lights event r,vas held on July 4, 2019 and vras
credited to be a great success in iis pilot year. The entire behindthe-scenes
operation raas smooth and made the event seamless. From kicking off the concert
with a stunning National Anthem to getting down with Tracy Laimence as he rocked
the stage Wth "Made of America", then rolling into the professional firera,ork show,
and wrapping up with a fun After Party featuring a Johnny Cash tribute band there
were 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, volunteers, and
event attendees shared the upmost positive comments and their hope for having
the eveni again. We u,ent into this yeals 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: Parl 2
3llmpact
Go to definitions of terms.
Response 3:
Measuring Results*
Application Questions: Part 3
tbscribe how you will ryorote your eventactivity/facility to attract lourists.
The eveni will first be pronroted through radio partners from the Colunrbia Basin,
up to Wenatchee, over to Seattle, dowr to Yakima and the Tri-Cities, and over to
Spokane. We will also use targeted Facebook ads in those areas to promote online
a\ areness and get direct-click traffic to our u€bsiie for tickets. h'll be promoted to
country music fans, patriots, and families looking for holiday fun.
When we are able to drive people to our website, we can then shourcase other
tourism highlights and opportunities for them to enjoy during their stay. We feature
all our sponsors and partners with direct links to their websites from logo clicks.
This will be easily implemented for the marketing requirements of this grant
showcasing both Central Washington Outdoor and myEllensburg.com. From thai,
r.r,e can drive online traffic to those great websites 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
lf your organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
4.1 Collaboration *Currently, r,r,e have valr:able partnerships with both community groups, as well as
regional and corporate sponsors. Our major sponsors we 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 or:r
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 raell as
the Kittitas County Sheriffs Departntent Reserve Program.
We are already exploring new partnerships for this upcoming year and the biggest
one v1,e are looking forrrard to is with the City of Ellensburg. The City's Park and
Recreation Departnrent has shoi,rn interest and commitment to setting up additional
4th of July festivities in Memorial Park next to the fairgrounds. These family fun
activities and entertainment r,r,ould begin in the afternoon and lead up to the
opening of the concert area and evening schedule. We very much look fon €rd to
trvcrking on this event expansion and havirrg a great partner in the City of
Ellensburgl
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4.2 Promoting Local*Hustness
lbscribe how you will gorrote lodging establishrents, restaurants. and busrness locatei in l(ttilas &Ltnty
ln 2019, rare established a hotel partner, Holiday lnn Epress, and also \rcrked 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 coliple different
nights. That rrcrked well and drove more people to purchase tickets, but vr,e are
looking at bigger ideas for 2021.
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 vrnrking on ideas
currently on which businesses ra,rculd make great partners in cross-promoting
through social media and on-site visitors. KVEC has invested in a brand new
website in 202O that is also going to allow us to feature businesses such as hotels,
restaurants, bars, and much more where we can help drive event attendee traffic to
their small businesses as well during their stay.
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4.3 Host Hotel*ls there a host holel for your event or grant projeci? l{ yes. list the hotel.
fNo
F Yes {lt:trlri:cl irr;1 ye:l csill.;li';hlil. br;i .r.tiili,.t'./i,1r.,:i'r:r:';,::l it;;;;*t.
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 grolr/s as an established annual event, we e{lect
the event attendees to increase. We have the capacity to more than double our
attendance as we proceed, so by making this a desired and memorable evenl \ie
can become self-sustaining just by increased ticket sales. Horaever, as the event
grorrs it also becomes more marketable to major sponsors and vre uork with a
Sponsorship Corrsultarrt that specializes in event sponsorships to assisl in
getrerating that funding each year. Through the growth opportunity in each of
these areas, \€ plan to be self-sustaining in the next 3 years.
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Application Questions: Parl 4
6l Additional lnformation
Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your
project and its benefit to tourism.
2020 lnformation lf you lrad a plartned event in 2020. whether it was able io lake place ol'ni, please Cescribe any successes ancJ
challenges vou experienced.
ln early May 2A2A !!e were forced to make the event postponement decision with
the siate's COVID plan that was established. Luckily, our headlining artist agreed to
postpone and will come back in 2021 as \,t€ll, so that \,vas very good nerrc as there
nas a lot of energy and excitenrent around his concert appearance. All our eveni
partners have slood beside us as well in full support and are anxious to get rolling
br 2A21.
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Additional lnformation Tickets are sold at a very reasorrable price to encourage event attendance at an
affordable cost. Having a newraebsite and our otrn ticketing plaiform integrated
into that assists in increased ticket sales through ease of finding all evenl info and
process of purchasing all in one place. We also provide ticket discounts for our
active 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 rae invite to have a space at
our event. People r,rere lining up to eat by the masses last year before the concert
began, so the businesses do very ra€ll there. This is another great r,ray Patriot
Night Under ihe Lights continues to support our local economy and businesses!
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Supporting Documents You nay upload any suppoding docunents such as graphs. inages. diagrans. nnrketing neterials. etc.
12 x4 banner PROOF.pdf 'l 1.83M8
night croud.jpg 2.0BMB
new2 long..jpg 29.18K8
You are allovred to subrit up lo 3 single page (LS Letter) docunents in Jre FIF or llFF fornet
TlPrevious Lodging Tax Grant lnformation
Previous Years l-hs your event received Lodging Tax frnds in previous years?
Awarded Lodging Tax 6 No, this event/project has not previously received Lodging Tax Funding
Grants* f yes, 1 year previous
{- Yes,2years previous
f Yes, 3 or more years previous
Number of people travelling more than 50 miles for your event?
Overall Attendnace
2019Actual*
1,712
2019 Actual*
252
39
2019 Actual*
250
2021 Projected*
2,250
2021 Projected*
500
2021 Projected*
400
Number of people traveling from outside WA State for your event?
201 9 Actual *2021 Projected*
50
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?
201 9 Actual *
125
Prior Year Paid
Overnight Stay Data
2019 Methodology*
2021 Methodology*
Methodology
Narrative *
Application Questions: Part 5
2021 Projected*
200
br addition to field above, yor"l rmy upload the evidence to suppo'1 the prior years' roonlniglrt infornation.
You nay upknd up lo three single pages iLS Letter), of infornntion. ll you a single m:lti-page docurent. only the first
three pages will i:e considerecl. llre followinq fornats, will be accepted: JR) FS or llFF
WlaI relhoddogy did you use to calculale the 2013 actual nur.Ibers?
17 Direct Count (preferred)
J- lndirect Count
f- Representative Survey
l- lnformal SLrrvey (preferred)
[7 Structured Estimate
f other
\nhat n€thodology will you lse lo calcul.rte the upco'ring nurbers?
l- Direct Count (preferred)
l- lndirect Count
l- Representative Survey
l- lnformal Survey (preferred)
f7 Structured Estimaie
l- other
Eease explain.
We uere able to gather quite a bit of direct data from our online ticket sales in
2019. So, all numbers involving out of tovin attendees and total number of
attendees is accurate. We were not able to gather actual daia on lodging
accommodations, so estimates are conservatively based off our attendees that live
out of torryn over 50 miles or more. Our 2021 numbers are estimated on our
projected growth through attendee sharing and increased marketing.
2500 ciuracter linit
SlFunding
Does your organization have, or have you applied for, grant funding from other sources? lf 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 \ ould occur if the project couldn't be funded?
Other Funding *Dres your organizatiorr have, or have you a1$ied for funding fronother sources?
fYes GNo
Explanation *l[ not, why not?
Our funding is held in tlre Kittitas Counly General Fund. At lhis time. vrc are not
auare of any other grani opportunities for events except through the City of
Ellensburg Lodging Tax Fund. We have considered applying for the LTAC grant
funding from the City, but rae can't find the grant available yelfor 2021 funding.
Once it's available, rrc will e4rlore applying for that grant too.
2500 character linit
Funding Shortfalls*
Matching Funds
Percentage
Verification of ln-kind
Contributions
9l Project Budget Overview
Please complete bltdget for this project/proposal. lf your agency operates independently of this project application it nray
trot be trecessary to subntit 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, expenditures, 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 projectlproposal if applicable:
For anyclaimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must
submit verifying documentation which assures the contribution will be provided. For instance, if you are
claiming in-kind contributions in the form of advertising match, a binding contract itemilng 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 budget portion are
required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do
so will potentially jeopardize your application's chance for review.
V\hat chanqes will be narje if iundinq for your reql€st ls l]ot available or reconrrencjed?
Advertising (on all platform types) and printing (posiers/banners/signage) will be
the first items cut back. which will affect ihe marketing of our event. ln order to be
conrpetitive as a new event 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 ue can't account for some of our operating costs, \i!e may have to cul back
entertainment costs next year. That consideration could include cutting out the
professional firework show if the ticket sales can't account for the extra cost of that
portion of the event.
2110 character linit.
486.75
%
l}lis field rvlll aLrio f ill wilh the correcl Dercentage based on yoljr inpul ro budget section blo|
For any clainEd rn-kind contril]tiions vallle.d at 5500 or tmr€ and relat€d !o nErkeiirry'advertisinq. you n'usl subnji
veriiying drnurr:rrlaliclt !vhich assures the collribulion will be prcviCed.
Budget Year
Edit if necessary 2017 2018 2019
Revenues From Consolidated Lodging Tax Grant
Past Actual 3
$ o.oo
Past Actual 3
$ 0.00
$ o.oo
$ o.oo
$ o.oo
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
$ 0.00
$ o.oo
$ 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
Projected
$ 250.00
Projected
250
Evidence of Volunteer Flease upload a single file v;hich offers evidence in suppcl't of the prqected vdtnteer hours
Contributions* Volunteer Flours.pdf
Calculated Value of
Projected Volunteer
Time
$ 5,890.00
91.58K8
Revenue Totals
Expenses
Account Name
Sponsorship
Commission
Adveftising
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
$ o.oo
$ 0.00
$ o.oo
$ 0.00
$ o.oo
$ o.oo
$ 0.00
$ 0.00
$ 0.00
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ o.oo
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
Past Actual '1
$ 60714.00
Past Actual 1
$ 2550.00
$ 958.00
$ 1787.00
$ 37500.00
$ 9975.00
$ 1275.00
$ o.oo
$ 2650.00
$ 4357.00
$ 2900.00
$ o.oo
$ 560.00
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
$ 1200.00 $ 1200.00
$ 6060.00 $ 8800.00
$ 1628.00 $ 1000.00
$ 3500.00 $ 2000.00
Account Name
Operating Supplies
Operating Rentals
Beer Garden
Purchase for Resale
Firevrorks
Past Actual 3
$ o.0o
$ o.oo
$ 0.00
$ 0.00
Past Actual 2
$ 0.00
$ 0.00
$ 0.00
$ o.oo
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
Past Actual 1
$ 1246.00
$ 3408.00
$ 3000.00
Past Actual 1
$ 995s4.00
Past Actual 1
$ -38840.00
Projected
$ 1600.00
$ s750.00
$ 3500.00
Projected
$ 1 15788.00
Projected
$ 7452.00
$ 15000.00 $ 15000.00
Expense Totals
Profit & Loss
Past Actual 3
$ o.oo
Past Actual 3
$ o.oo
Application Certification
The applicant here certifies and affirms: 1. That it does not now, nor wll it during the performance of any coniract arising
from this application, unlawfully discriminate against any employee, applicant for employment, client, customer, or other
person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, serual
orientation, creed, place of birth, or disability; 2. That it Wll abide by all relevant local, state and federal laras and
regulations and; 3. That it has read the information contained in the lnstructions on pages 1 and 2 and undersiands and
will comply with all provisions thereof.
Certified by:
J&ai?.tr"W
Name*
Applicant's Title*
Kady Porterfield
Event Center Director
,.* lllf'$
(Rev. November 201 7)
Dsoarlment of the Treasurv
lntemd Rovenue Seruice
Request for Taxpayer
ldentification Number and Certification
> Go to www.i6.gavlFormWglor insbuotions and lhe latest information.
'l Name (as shown on your tax relurn). Name is requlred on this llne;
KITTITAS
2 Business enlity name, lf from
EVENT
4 Exemptions (codas apply only to
cerlain entities, not individuals; see
instructions on pag€ 3):
Exempt payoe code (if any)
Exsmptim lrom FATCA repoding
code (if any)
(rpplias lo accohts malnlalned o,side lhe U.S)
name
accounl
Enter your TIN in the appropriate box. Th€ TIN provided must match the name given on line 1 to avoid
backup withholding. For lndividuals, thls is generally your social security numUer 1ssN1. However, for a
resident alien, solo proprietor, or disragarded 6ntily, s6e the instructions for Part l, later. For other
entities, it is your employer identification number (ElN). lf you do not have a number, see How to gel aIlN, later.
Note: lf the account is in more than one name, s€a the instructions for line 1. Also see What Name and
Number To Give the Feguesler for guidelines on whose number to enter.
Under penalties of perjury, I certify that:
1. The number shown on this form is my correct taxpayer identilication 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
Seruice (lRS) that I am subiect lo backup wiihholding as a result of a failure to report all inierest or dividands, or (c) the IRS iras notified me that I am
no longer subject to backup withholding; and
3. I am a U.S. citizen or oiher U.S. person (defined below); and
4. The FATCA oode{s) entered on this form (if any) indicating that I am exempt irom FATCA reporting is coffect.
Gertification insbuctions. You must oross out item 2 above if you have been notified by the IHS that you are cunontly subject to backup withholding because
Give Form to the
requester. Do not
send to the lRS.
€
oodo-
o
.6oco.o>5#aJ
otr2i^
f.o
o(,(lo
o0
U)
or
you have failod to r€port all interest and
acquisition or abandonment of secured
dividends on your tax retum. For r€al estats transactions, item 2 does intorsst paid,
propsrty, cancellation oi debt, contributions to an individual retirement generally, paymonts
other than interest and dividends, you are not required to sign the certification, but you must provide your correct TlN. Sea the instructions for Part ll, later.
Sign
Here
General lnstructions
Section references are to the lnternal Revenue Gode unless otherwise
noted,
Future developments. For the latest inlormation about developments
related to Form W-9 and its instructions, such as legislation enacted
after they were published, go to www.its.govlFormWg.
Purpose of Form
An individual or entity (Form W-9 requester) who is required to {ile an
iniormation return with the IRS must obtain your correct taxpayer
identilication number [lN) which may be your social security number
(SSN), individual taxpayer identifioation number (lTlN), adoption
taxpay€r identification number (ATIN), or employer identification number
(ElN), to report on an information return the amount paid lo you, or other
amount raportable on an information return. Examples of infotmation
returns include, but are not limited to, the following.
. Form 1099-lNT (interest earned or paid)
not apply. For mortgage
arrangement {lRA), and
. Form 1 099-DlV (dividends, including those 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-S (proceeds from real estate transactions)
. Form 1 099-K (marchant card and third party network transactions)
e Form 1 098 (home mortgage int€rest), 1 098-E (student loan interest),'.l098-T (tuition)
. Form 1 099-C (canceled debt)
. Form 1 099-A (acquisition or abandonment of secured property)
Use Form W-9 only if you are a U.S. person (including a r6sid6nt
alien), to provide your correct TlN.
lf you do not retum Fom W-g to tha tequester with aTlN, you might
be subject to backup withholding. See \rVhat is backup withholding,
leter.
3 Chsck appropriaie box for federal tax classillcation of tha person whose name is enterod on line 1. Check only one ol the
following seven boxes,
n tndividuausoleproprietoror ! ccorporation X scorporation fl Partnership n Trusvestato
single-member LLC
! t-imitea liability company. Ent€r the lax classification (G-C corporation, S=S corporation, P=Partnership) > _
Other
CheckNole:lhe tnbox linetheappropriate forabov€laxthe ofclassificalion lhe Doowner.checknotsingle-member
itLLC LLCihe classifledls aas LLC tslhalslngl6-memb6r from ownerlhe lh€unless ofowner tLcthe tsdisregarded
LLCanother tsthat not frm the forowner cU taxfederaldis{egarded Othenarise,purposes.LLCsingle-member
ls thelrom shouldown€t check box th6tordlsregardedlhe classificationtax itsof owner,approprialo
apt. or
I
5 , street, and
AVE,
6 City, slat6, and ZIP
Social number
Part I
I 1 6 0 0 1 3 4 I
Part ll
Signature ot
U.S. person )Date >u
Cat. No.10231X Fom W-9 (Bev. 11-2017)
2019 Volunteer Hours Log
Group and Duties Persons Hours
EHS - Ushers 14
Rodeo City Rollergirls 6
Antique Military Display 5
Fair Board Members 6
Community Volunteers 5
TOTAL Volunteer Hours
Total Hours
455
742
42A
848
840
205
t"lUHMHH TTfiH hISHTSIUIY 4- F{ITTITS-LS V*httHY HUEHT THHTHR!r _"*ryrai,lrFlLt-'r3
cull
!l
tMIA. mp_mai
UNDER THE LIGHTS
1 1 1 F
'OF
KITTITAS VALLEY
EVENT -CENTE
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 Advertisins of alltypes ( including but not limited to
newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party
websites, streaming displays, etc.) must include the County's and appropriate City's tourism
website logo. The logo must be sized no smaller than% inch in height, and must be surrounded
by appropriate white space to allow easy recognition and legibility. Contractors shall not change
the logo(s) in color or appearance.
C. Video Advertising of alltypes (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
1. 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 10 days prior to
the event may be reimbursed atTOO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 A, (21(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. Televisio 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 IOO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 8,2(a) above, advertising may be reimbursed at the rate of 70% of
the total cost, including any production costs.
C. Online Advertising:
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. Di 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
req uired documentation.
E. Flvers/Posters:
L 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 at70O% 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:
1.. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed atLOO% 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 at LOO% 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 30% of
the total cost, including any production costs.
G. Operation Reimbursement:
1. Operation costs may be reimbursed tOO% of the paid invoice cost. ln order to receive
reimbursement operations invoice must an approved cost from the Consolidated Lodging
Tax committee members list. lnvoice provided must include notation of payment with proof
of payment.
2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed
at 7O0% 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