HomeMy WebLinkAboutLT-2021-022LT -2O2I-022-M ISS RO D EO WAS H I N GTON
2021 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND MISS RODEO WASHINGTON PAGEANT INC.
This Contract, effective January 'J.,202'J. is made and entered into by and between KITTITAS
COUNTY ("County"), a subdivision of the State of Washington, and MISS RODEO WASHINGTON
PAGEANT lNC. ("Contractor"), for 2021, Miss Washington Rodeo Pageant ("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 two thousand five hundred fifty dollars (52,550.00)
(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 two thousand five
hundred fifty dollars (52,550.00) (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 L5,2022 after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn: Auditor's Accounting
205 West 5th Ave - Suite 1"05
Ellensburg, WA 98926
2O27 County Lodging Tox Funding Agreement Page 7
LT -202T-O22-M ISS RODEO WASH I NGTON
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 Guest Speakers
o Training
o Radiomarketing/advertising
r On-linemarketing/advertising
r Directmailmarketing/advertising
r Videomarketing/advertising
o Printmarketing/advertising
r Social Mediamarketing/advertising
o ln person marketing/advertising by Royalty and Board of Directors
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is furrther expressly denied funding for the following items as requested in the application as
defined in Section 1(a): N/A
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
fol lowing a dd ress: http ://www.co. kittita s.wa. us/a ud ito r/defa u lt.aspx
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.
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
2027 County Lodging Tax Funding Agreement Page 2
LT -2027-022- M ISS ROD EO WAS H I N GTO N
County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, or mental handicap.
The Services shall at all times be subject to inspection by and approval of the County, but
the County's making (or failure or delay in making) such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County with sufficient, safe, and proper facilities and equipment for such inspection and
free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or its designee, or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine, audit and copy, with or without notice) all of Contractor's books, documents,
papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release. lndemnitv. and Hold Harmless.
The County assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County, its officers and employees,
agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities,
damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
a
a
a
2O27 County Lodging Tax Funding Agreement Page 3
LT -2O2L-O22-M ISS RO D EO WAS H I N GTON
a
any governmental authority; or
Any breach of or default under this Agreement by Contractor
Section 5. Compliance with Public Records Law.
ln compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. ln the event a public records request is made to the County for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County shall provide notice to
Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 6- lnd I lnsurance Waiver.
With respect to performance of this Agreement and as to any claims against the County, its Additional
lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contracto/s employees
and agrees that the obligations to 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.
c.Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
2027 County Lodging Tax Funding Agreement Page 4
LT -202I-O22-M ISS RO D EO WASH I N GTON
Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County as an Additional lnsured and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8. Termination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. ln the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of
the date of the notice of termination.
Section 9. Miscellaneous.
Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
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.
This Agreement may be executed in one or more counterparts and by facsimile, each of
which will be deemed an original, but allof which togetherwillconstitute one and the same
instrument.
f . Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
e
a
c
e
2027 County Lodging Tax Funding Agreement Poge 5
LT -202L-022- M ISS ROD EO WAS H I N GTO N
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
violation of any applicable law, ordinance, or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
g. lf any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To
this end, the terms and conditions of this Agreement are declared severable.
h. The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County, State of Washington.
The performance of this Agreement is subject to termination without liability by either party
upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric
Administration, any other agency of the United States Government, or any agency of the
Government of the State of Washington of the occurrence of any circumstance beyond the
control of either party-including, without limitation, acts of God, war, acts of terrorism
within a fifty (50) mile radius of Kittitas County, government regulations, disaster,
pandemic/epidemic illness, strikes or threat of strikes (except that neither party may
terminate this Agreement for situations involving that party's own employees), civil
disorder, or curtailment of transportation facilities-to the extent that such circumstance
makes it illegal , impossible or economically impracticable for the parties to complete the
duties and mutual obligations agreed upon and imposed upon them herein. The ability to
terminate this Agreement without liability pursuant to this paragraph is conditioned upon
delivery of written notice from one party to the other within 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.
2O27 County Lodging Tax Funding Agreement Page 6
KITTITAS COUNTY
BOARD OF COUNTY
ch
Commissioner
MISSIONERS
2.2 I
LT -2O27-022-M ISS RODEO WASH I NGTON
CONTRACTOR
(/
Namel
lAdd
Clerk of the Board
D I uJ$t 7bOi,'-\S b
AS TO FORM
Deputy Prosecuting Attorney
2O27 County Lodging Tax Funding Agreement Page 7
Exhibit u fi"
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2020 *Dd you attend the &ant Agtricahcn V\trrkshw - 2020 hoste.l by the ldttitas County O€rrt€r of (bnn€rce?
G Yes
{- No
t? Yes,
I have read and understand Strbnital hstrlrctions and Gerreral krfsrmdsr {or the2}2l Lodgirrg Tax &anl Frnding
Flocess
Submittal lnstructions
& General
lnformation *
You are strongly encouraged to compose your responses lo 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
io save a draft you will need to provide an email address and a passranrd. After completing the save draft, you will be
redirected to landing page containing a link to log back into the form. We suggest you save this link as a bookmark. The
link will also be sent to you in an email.
Organlzation I nformation
Name of Organization * Miss Rodeo Washinglon Pageant Inc
Organization Address * Sreet Address
1 106 NE State HWY 308
Address Une 2
(]ty
Poulsbo
hstall Zip Code
98370
State / P'ovince I Regiorl
WA
Country
USA
Organization is a:*f Business
(r 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*
Last Name*
IRS Certificate and Tax Letter.pdf
Acceplalle file fornats include: Jre FDF or TIFF.
592.78K8
Project Contact I nformation
First Mme*Candyce
Gratton
Phone Number*360-271,8509
- ..*tsmarl mnap.candy@gmail.com
Project or Event lnformation
ProjecVEvent Mme * Miss Rodeo Washington Pageant
Service Categories Check all categolies that apdy to this application
[f Tor-r rism promotion/marketin g
V Operation of a special event designed to attract tourists
l- Operation of a tourism related facility
l- other
Event Dates
Please provide any specific dates, or range of dates, on which your eveni or project will be held. You may add as many
dates or date ranges as necessary-
Event Dates
Start Dates*
101612021
Project/Event
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
End Dates
1011112021
Ellensburg, WA
(r Ongoing ProjectlEvent (More than four years in existence)
f NewProjectlEvent (Four or fewer years in existence)
$ 4200.00
lf you sdected "&tgcirg RojecVEvenf' above this anufit ney not exceed 10% of the total expense budget of this
project.
Funding Request Max
Tourism Seasons*From the list below . vr hat season w ill you. lrojecl enhance toLrrism? Select any w hich apply
V Year-round (January - December)
l- Off Season (November - February)
17 Shoulder Season (October or March - May)
l- High Season (June - September)
Application Questions: Part 1
Please answer each question completely, in the order listed. Please include anysupporting data within the
response narrative.
1 | ProjecUEvent Description
Please provide a description of your projectlevent.
Response 1:
Project/Event
Description *
The Miss Rodeo Washington Pageant will be an open event that includes Miss
Rodeo Washington contestants, Miss Teen Rodeo Washington contestarrts, and
their family and friends, plus the volunteer uorkers, dignitaries and members of the
local community during the Columbus Day weekend.
The beautiful city of Ellensburg vras selected for our pageant due to its
central location in Washington State. The picturesque Kittitas valley is the
perfect backdrop to host this western pageant where u,e will crown the
First lady of Washington rodeo!
We plan on movirrg lhe pageant from the current location at the Kittitas
Valley Event Center to the Hotel Windrow located in downtovr,n historic
Ellensburg. This move will enable us to increase our audience fronr a
capacity of 100 to 250 and will give our audience more access for shopping
e>qrloring and to enjoy the many food establishments during the pageant.
We have booked the appearance of Miss Rodeo America as our guest
speaker for the pageant, in order to drawa larger attendance. The
Horsemanship portion of the pageant will be a free and an open event
located in the Bloom Pavilion. We target all of the Northwest lhrough social
media, print advertising, radio advertising, posters. Our royalty travel
throughout the Northwest and lhe United States to promote our program.
The Miss Rodeo Washington Pageant drar're coniestanls from all areas of
Washington State.
2500 chat acter lin.rt
List of lntended Use of Funds*
Guest Speakers
Training
Radio marketing/advertising
On-line marketing/advertising
Direct mail marketing/advertising
Video marketing/advertising
Print marketin g/advertising
Social Media marketing/advertising
ln person marketing/advertising by Royalty and
Board of Directors
2l Suppot1ing Kittitas County as a tourism destination
1. Away from their place of residence or business and staying overnighi in paid accommodations;
2. \o a place fifty miles'or n]ore a\ €y from their place of residence or business for the day or siaying 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 *
Response 2.2 *
Application Questions: Parl 2
\A,try would tourisls travel lo Kittitas County to atiencl your evenVactrvily4aoilily?
1. Auay from their place of residence or business and staying overnight in paid
accommodations;
By targeting our marketing efforts in all media sources wtro live greater than 50
miles aluy we will be able to increase our atiendance and overnight
accommodations, We will attract these spectators and contestants by: The Miss
Rodeo Washington Pageant has been held in Ellensburg for years and we have
repeat visitors. Our nrove to the Hotel Windrowwill be a fresh newaccomnrodalion
which will draw more overnight guests.
2. To a place fifty miles or more away from their place of residence or business for
the day or staying overnight;
ln 2019 for our 2020 pageant ue had seven Miss Rodeo Washington Pageant
conteslants. We have started lo increased our visibility on Facebook and
lnstagram and for our 2021 pageanl \ /e sent out t\ /enty applicationsl Due to Covid-
1 9 ue posiponed our pageant until 2021. By targeting and increasing our
marketing efforts in all media sources to potential Miss Rodeo Washington Pageant
contestants throughout our state, we will be able to increase our attendance and
overnight accommodations. We will atlract Miss Rodeo Washington pageant
contestants and future contestants, families, friends, current rodeo titleholders and
past Miss Rodeo Washington title holders
3. or from another country or state outside of their place of residence or business:
We have visiting Royaliy who attend for the experience and training, ure also have
out of state judges, dignitaries and Miss Rodeo America as a guest speaker.
2500 character linit
Describe ihe prior success of your event/activilyifacilily in:rtiraciion iourists.
The request for applications for lhe 2O21 pageant, rirfrich has been postponed,
gave us the residences of our poiential contestants. They are from the towns of
Eatonville, Othello, Richland, Woodland, Hockins. LaCenter, Seabeck, Ellensburg,
Deer Park, Bonney Lake, Tonasket, Port Orchard, Curle4 Maple Valley, Newman
Lake. Goldendale, lnchelium, Olympia, Lynden and Enumclaw. We have secured
four out of state1udges who plan on staying extra days to eplore the area. Our
former venue had a capacity for max, of 100. Our new venue at the Hotel Windrow
Ballroom will have seating lor 250.
h 2A19 we had we had an attendance of 100. We had seaiing at tables for 90
which were all filled. The remainder rlere volurrteers standing and wrrking in
various areas of the venue. Contestants and title holders were not seated. The
contestants were from the tounrs of Otis Orchards, Toppenish, Goldendale, Cle
Elunr, Davenport, Kalama and Clarkston. The judges came from Florida, Texas,
Poulsbo Washington, and Moses Lake. All had their own vehicles or rental cars lo
spend time before and after the pageant in the Ellensburg area.
2500 character linit
3llmpact
Response 3:
Measuring Results*
Application Questions: Part 3
Describe how you wiil pronote your evenyactivitylfacility to altract tourisls.
We have a plan for targeting a larger audience by increasing our advertising and
beautifying our Miss Rodeo Washington Pageant raebsite. We are looking forr,rard
to having a custom websile ldrich will the site more user friendly and professional.
We found that visitors to our \ffeb site only looked at the flrst page and exited. Also,
during our research, rffe found that a professional website will rank better on search
engines. We plan on drawing more attention by using a slide showwith logos,
sponsor links, professional pictr-rres. which would include lifestyle photos. We plan
on updating more often and directing our audiences to the r,veb site. We plan on
creatitrg an enrail nerrcletter so that rnre will have more access to our audience to
encourage attendance to our pageant and other events rir,€ might hold in
Ellensburg.
The Miss Rodeo Washington pageant has been held annually since 1963. During
this time, we have had many Miss Rodeo Washington's place in the Top 10 at the
Miss Rodeo America Pageant. ln the past 10 years, our Miss Rodeo Washington
program has produced: Miss Rodeo America Katherine Merck 201 6, 1st Runner up
Hannah Leib 2020. 2nd Runner up Beth Snyder 20'19,2nd Runner up Audrey
Ramsden 2015, and Top'10 Katie Garfield 2011. Having a strong program
generates jtrterest for the up and coming young ladies to attend our pageant and
see ulrat it takes lo compete at such a level.
The strategies we enrploy to assure we attract tourists from at least 50 miles away
include social media, prini advertising, Royalty visits to rodeos across Washington
State, Oregon, ldaho and other states jn the USA. This includes PRCA rodeos,
NPRA rodeos, High School Rodeos. Our Royalty attend autograph print signings
during their visits- Autograph prints will have information to direct them to our
u,ebpage and social media. We plan on sending information to each contestant for
sLtggested areas of interest. Places to shop and dine wl-rile they are in Ellensburg
for the Miss Rodeo Washington pageant. Our vrebsite Wll have local
accommodations page with links to overnight options throughout the county. Our
annolrncer recognizes sponsors throughout the pageant.
While contestants are sequestered. taking a test (or interviewing), friends and
family are encouraged to discover Ellensburg, shopping and taking advantage of
the local cuisine. and tour surrounding Kittitas Valley.
2500.haract-^r limt
4lCollaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
4.1 Collaboration *The strategies we will use to assist in marketing all of Kittitas County as a tourist
destination is using the designated logos for the Kittitas County Chamber of
Commerce on all of our media. We will have brochures and maps available.
We have some Ellensburg partners that r,r,e partner with. These currently are
Kelleher, Julie Baugher Leather Design. We are interested in finding more
partners.
2500 character limt
4.2 Promoting Local*
BUSINCSS
lbscribe hou ycu will gol]I]te lodging eslablishrer]ts, restaur:rnls. and business kraled irr l(tlitas huniy
We will be promoting local business by giving information during the check in for
pageant. We Wll have available maps and brochures. We will be using a local MC
during our pageant uiho is very familiar with the Kittitas Valley and will promote and
suggest areas of interest to visrt.
2500 chararter linit
4.3 Host Hotel*Ls ll.rere a host holelfor your eveni or granl projmt? lf yes. list ihe hotel.
fNo
6 Yes. flisloriial i lct*l Wlr;rlio',,v
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*We have successful pageants under our belt and we wish to continue that trend.
Every year we review the pros and cons of our pageant. We look for ways to
improve and to become more successful. Our mission is and will continue to be:
The Miss Rodeo Washington Pageant is a non-profit organization comprised of
dedicated volunteers vrorking together io strengthen our program for the Miss
Rodeo Washington title holders and contestants. To organize, coordinate,
administer, assure the perpetuaiion. and promote a scholarship program to provrde
educational opportunities through scholarships to selected Miss Rodeo
Washington pageant contestants.
Ellensburg benefits from the attendance to the Miss Rodeo Washington Pageanl
through use of local businesses, gas stations, bakeries, restaurants, hotels,
Rvresorts, grocery stores, shops. Our pageant inspires little girls to go for their
dreams of becoming a rodeo queen. Seating during our pageanl has been a
challenge. We are rnorking hard toward a solution for the 2021 pageant by moving
our pageant dountowr to the Hotel Windrow With additional seating, a newwebsite
and push to updale all of our social media we will wcrk hard to increase our
pageant numbers and increase tourism lhroughout Kiititas County.
21100 characler fimt
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 had a planned event in 2020, whether it rvas able to take place or nol, please describe any successes and
clmllenqes you experierred.
We doubled our application requests this year, even though r,le are r:nable to hold
oui event due to Covid - 1 9.
2500 character linil
Additional lnformation 2500 charar:ter linit
Supporting Documents You nny upload any supporting.loiunelrls such as graphs. in?ges. diagrans, nErketing n ierials. elc.
You are allowed to subn'il up 10 3 single page (LS Leller) docunents irr JFG, FF or'
-llFF lornat
7l Previous Lodging Tax Grant lnformation
Previous Years
Auarded Lodging Tax
Grants *
Fbs your evenl roceived Lodgirrg Tox lunds in previolrs years?
6 No. this eventlproject has not previously received Lodging Tax Funding
C Yes, 1 year previous
f Yes, 2 years previous
f Yes, 3 or more years previous
Overall Attendnace
201 9 Actual *
100
2021 Projected*
Number of people travelling more than 50 miles for your event?
2021 Projected *
230
ki addition to f ield above. you nay udoad the evidence to supp(Xt the prior years' rom'lnigtri inftrfiEtion.
MRW venue comparison - Revised on 9-25-20.pdf 1 1B.B3KB
You nuy upioad up to three single pages (L,S Lefter), oi irfrynation. lf you a single nulti-page do{lurrenl. only lhe first
thre€ pages will be considered. The following fornats. will be accepted: JPG FS or llFF
2019 Methodology*\ ha1 relhoddcqy did you use to calculate the 2019 acfttal nunters?
l- Direct Count (preferred)
17 Indirect Count
l- Representative Survey
F lnformal Survey (preferred)
[7 Structured Estimate
l- other
2021 Methodology*$,hat nethocJoiogy will ycu use to calculate lhe upcon'ing nunbers?
P Direct Count (preferred)
l- lndirect Count
l- Representaiive Survey
ly' lnformal Survey (preferred)
l- Structured Estimate
l- Oiher
250
201 9 Actual *
85
Prior Year Paid
Overnight Stay Data
Number of people traveling from outside WA State for your event?
2019 Actual* 2021 Projected*
12 16
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
2019 Actual* 2021 Projected*
85 230
Number of paid lodging room nights resulting from you eventlactivityffacilily?
2019 Actual* 2021 Projected*
63 137
Methodology
Narrative *flease explain.
We used the number of contestants who u,ere 50 miles or more a\nay fronl
Ellensburg, WA and ticket sales to determine hotel room night reservations along
with the requesled room block at our former host hotel.
ln 2021 we will provide a direct count lrom the roonm and purchases that Miss
Rodeo Waslrington Pageant makes as vr,ell as an informal survey conducted at our
events.
25{J0 character linit
Application Questions: Part 5
SlFunding
Does yoltr organization have, or have you applied for, grant funding from other sources? [f not, vriiry 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 r,rfrich have not yet been secured will be listed separately. in the field(s) directly below.
Finally, wirat changes would occur if the project couldn't be funded?
Other Funding *Does your organization have. 0l have you applirx! icr funciing fronrotirer sources?
aYes l:No
E4clanation tr 1l noi, r,vhy aol?
Miss Rodeo Washington Pageants raises funds to operate our pageant by entry
fees from the contestants, the contestants selling ads in our pageant progranr and
ticket admittance. We have a stable organization and event and are always looking
at ways to grow and wor;ld love to have a partnership with the Kittitas Valley
Chamber of Corrrmerce.
2500 character linit
Funding Shortfalls*\Adrat changtN; will be rniJe ri turrdiflq lor your requexil is noi av:nlaHe ol. recomrr:ted?
We will continue with our proposed event, but will have to charge ntore for
contestant applications and event admissions, which could possrble lower our
tourists numbers.
2500 character linii.
Matching Funds
Percentage
1471 .43
a//n
llris iielcl',vill aub lillwith lhe corra;t percentage based ur yoLtr inpul to budcei seclion ireiorr
9l Project Budget Overview
Please complete budget for this pro.ject/proposal. lf your agency operates independently of this project application it may
not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to the
project/event for which you are requesting funding and adheres to the basic budget format shown below.
The budget must include anticipated revenues, ependitures, and any potential profit or loss. For projects/events which
are ongoing for more lhan one (1) year, please also submit actuals from the previous three (3) years of operations
(need not be consecutive) for the project/proposal il applicable.
For anyclaimed in-kind contributions valued at $500 or more and related to marketingladvertising, you must
submit verifying documentation which assures the contribution will be provided. For instance. if you are
claiming in-kind contributions in the form of advertising match, a binding contract itemi2ng the matching value and
obligating each party must be provided.
ATTENTION: ln an effort to allow an adequate level of flexibility for all applicanis, 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.
Verification of ln-kind
Contributions
fur any claitred itrknd contributions valued al $500 or nr:re and related to rrzrrketingladverlising, you nust subr.it
verifying docuneniatiolr which assures the callributicl !./ill be provided.
Budget Year
Edit if necessary 2017 2018 2019
Revenues From Consolidated Lodging Tax Grant
Past Actual 2
$ 0.00
Past Actual 2
$ 29328.21
Past Actual 2
$ o.oo
Past Actual 1
$ 0.00
Past Actual 1
$ 32170.62
Past Actual 1
$ o.oo
Past Actual 1
4,805
2021
Projected
$ 4,200.00
Projected
$ 45000.00
Projected
$ o.oo
Projected
5,920
LTAC Grant
Funding
Past Actual 3
$ o.oo
All Other Revenues
Account Name Past Actual 3
MRWP General $ 28921.82
Account
Past Actual 3
$ o.oo
ln-Kind Contributions (except volunteerism)
Account Name
Contributions of Volunteer Tirne
PastActual 3 Past Actual 2
Number of Hours 4,980 5,200
Evidence of Volunteer Flease uSoatl a single f ile wtrich offers evidence irr supporl of the orojected vctrurrieer hours.
Contributions* Volunteer Time.pdf
Calculated Value of
Projected Volunteer
Time
$ 13e,475.20
60.4K8
Revenue Totals
Expenses
Account Name
MRWP General
Account
Past Actual 3
$ 28921.82
Past Actual 3
$ 31462.20
Past Actual 3
$ 31462.20
Past Actual 2
$ 29328.21
Past Actual 2
$ 29876.46
Past Actual 2
$ 29876.46
Past Actual 1
$ 32170.62
Past Actual 1
$ 28810.77
Past Actual 1
$ 28810.77
Projected
$ 18867s.20
Projected
$ 42500.00
Projected
$ 42500.00Expense Totals
Profit & Loss
Past Actual 3
$ -2540.38
Past Actual 2
$ -548.25
Past Actual 1
$ 3359.85
Projected
$ 146175.20
Application Certification
The applicant here certifies and affirms: 1. Thai it does not now nor will it during the performance of any contract arising
from this application, unlaMully discriminate against any employee, applicant for employment, client, customer, or other
person urho might benefitfromsaid contract, by reason of age. race, color, ethnicity, sex, religion, military status, serual
orientation, creed, place of birth, or disability; 2. That it 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 and2 and understands and
will comply with all provisions thereof.
Certified by:Sign
Candyce S. Gratton
Miss Rodeo Washington - National Director
Name *
Applicant's Title*
I}ITERTGTJ REIIEIIT}E SM\rIGP. O. BOX 2508
CI}ICINNArJ, OH 45201
Dare: FEB $ s:tlz
MISS RODEO nAS|EIT$ETO|I PAGEAITT
1BO2 }I IIATR, ST
EIII;BIISBITRG, r[A 98926-2045
Enclosure; Nil.ication 4221-l[C
#d*rfr-#,*'**
DEPERTIIEI{T OF THE :TRBASTIRY
Enqlloyer Identification trlrmber:
27-4e4e61..!
DII\[:
602011142
Colxtact. PeI'S.!t.r:
RIC NCE
Contact Telephone $hrrmber:
(s771 829-5s00
AccormtLng Period mding:
October 31
Form 990 Required:
YesEffective Date of Br<eq>tion:
Febnrarrl, 9, 2011
cotrtrl-bution Deduct jJri]-l.ty :
Ifo
Addendum App1.ies:
NO
I'ois G- Le!.aer
Director, Ereq)t Orgiaaizations
hetter 948 (DOICG)
Ir)* 3X.612
Deat .App].ieant':
we are pleased fs'lnrqlp you tbat upoa rerriew of your app}icatioa for tax-etcgrqtt statrrs we lrawe aeterniubC tlat you ate errdql: triiu feaerat iacome taxrnder sectiou 5O1 (c) (4) df ffos Inganrai Revenue Code- Beeanrse this lettercould help reso].ve any questims regarding ]rcrur er<€mpt sbatu6, You should keepit i:n your pemanedt records.
PLease see encl_osed trublicatj.on 4221-l(C, CoryLiance Gride for Tax-ke4ltOrganizations (Other than Soi.(s) (3) public cha-1aisa and prirrate Foundations),for soIF helpfrfl infoerdalion abouE yorrr resEEnsiiloilities as ;rn- exe[I]Eorganization-
S€AS'ES €DF-
*${tU*
@&esemeesg ffius&riss*F&EE
ra,b.LJ *$Sat"
I' $AM REEDr Secretary of Stare ofthe State of Washington and custodian of iE seal,
herebyissuethis
CERTIFICAIE OF' INCORPORATION
to
MISS RODEO WASEINGTON PAGEATYT
alan WANon-Profit Corpomtion.-Charterdoemen* ae efutive onthe aate inacxea
below.
i\
s
Dak;:A9D01l
UBI Numbs: 603-009433
APPID:195?,882
Given under my hand and the Seatr of the State
of Washington atoiyrnpia. the State C4ribl
: ..r, :
cfr"-
''i:.,o
"it.,.
Sam Reed Secretal'of Sme
Volunteer Hours 2021 Projection
Board of Directors
Title holders
Outside Volunteers
6 People L0hrs a week x 52 weeks in year
2 People 20hrs a week 52 weeks in year
15 People 12hrs days 4 days x L5 people
3120
2080
720
Total Projected hrs.5920
Miss Rodeo Washington Venue Costs
lHampton lnn Hotel/ Armor Buildins 2019l-
lHotel Rooms:
lContestant Lodging 5951.84
ludges lodging S1,803.4s
lMna Lodeine 54s0.92
Titleholder lodging 5360.69
Auctioneer Lodging 5120.23
Auditor Lodging 5151.80
lncludes Breakfast
*max occupancy 100
53,878.93 includestax
VenueDeposit#1=
VenueDeposit#2=
Ss63.o6
S1,689.19
52,252.25 includes tax
Desserts and Beverages for events 5388.69 includes tax
Stage&PipeandDrape 5172.20 includestax
Decorations 5188.98 includestax
Does NOT include room rental setup and teardown of the space
Total: 56,881.05
*max occupancy of 250
Rooms:# of Rooms Price of Room:
L2 s11917 s11918 s11918 s119
ay LO/7/2O2O
70/8/2020
Friday IO/9/2020
Saturday LO/LO/1OaO
Total Room Night 65 x S11g = 57735
65xS131.25=$8531.90 With Tax
59531.90 includestaxDoes not include breakfast
Elks Grand Ballroom
The Annex
The Fireplace Room
3 DaYs x 5800 =
Set Up on Wednesday (Annex Only)
S2,5oo x 8.3% Tax
s8oo
lncluded
lncluded
s2,40o
s100
52,707.50 includestax
Food and Beverage Minimun S4oox 18% l 5472 includestax
Pipe and Drape
Stage (15x24)
Speaker System
Srz0x : =5409 includestax
5373.64 includestax
Stsox3days=s4s0.00
Room rental includes setup and teardown of the space, as well as tables,
chairs and complimentary wi-fi.
Bloom Arena 3 hours x $48 =S144
S13,088.42Total
Exhibit "8"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
information as follows:
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo with an operational link to the site(s). The logo must be displayed on the
contractor's home page, it must be sized no smaller than% inch in height, and must be
surrounded by appropriate white space to allow easy recognition and legibility. Contractors
shall not change the logo(s) in color or appearance.
B. Print Advertisins and Online Displav 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 Advertisine of all types (including but not limited to television, online, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller than% inch in height, and must be surrounded by appropriate
white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in
color or appearance.
All logos and website information may be obtained by contacting the Director of Tourism, Kittitas
County Chamber of Commerce.
Section 2. Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A. Print Advertisins:
L Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed attOO% of the cost, including any production costs. To
operate exclusively outside of Kittitas County, the provider must not be physically located in
the County and/or not distribute any media within the County.
2. Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 10 days prior to
the event may be reimbursed at 100% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 A,(2)(a) above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Television Advertising
L. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at 100% of the cost, including any production cost.
2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed attOO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 8,2(a) above, advertising may be reimbursed at the rate of 70% of
the total cost, including any production costs.
C. Online Advertisine
L Online advertising and promotion may be reimbursed at 100% of the cost, including any
production cost.
2. Streamed media (radio, television, other) requests for reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County. Reimbursements will be allowed for the percentage distributed
outside of Kittitas County, including any production costs.
D. Direct Mail:
1'. Direct mail advertising may be reimbursed at 100% of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
required documentation.
E. Flvers/Posters
L. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of
the cost, includingany production cost. ln orderto receive reimbursement, a listof the
locations where flyers or posters were posted outside of Kittitas County, a signed statement
from the contractor that the list is accurate and a copy of the poster/flyer must be provided
along with other required documentation.
2. Banners which are placed inside of Kittitas County may be reimbursed atL}O% of the cost,
including any production costs. ln order to receive reimbursement, the banner cannot list a
specified date or location. Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venue/facility of the event may
be reimbursed at 100% of the cost, including any production costs. ln order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertising:
L. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed atIOO% 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 atI0O% of the cost, including any production cost.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 F,2(al above, advertising may be reimbursed at the rate of 3O% of
the totalcost, including any production costs.
G. Operation Reimbursement
1'. Operationcostsmaybereimbursedl00%ofthepaidinvoicecost. lnordertoreceive
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 7OO% 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