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HomeMy WebLinkAbout011-KVECLT-2022-01,1-KVEC 2022 LODGI NG TAX SE RVICES AG RE EM ENT BETWEEN KITTITAS COUNTY AND THE KIfiITAS COUNTY EVENT CENTER This Contract, effective January 'J,,2022 is made and entered into by and between KITTITAS COUNTY ("County"), acting as agent for and on behalf of the City of Ellensburg, a Washington municipal corporation ("City"), a subdivision of the State of Washington, and THE KITTITAS COUNW EVENT CENTER (KVEC) (Contractor") for the 2022 Palriot Night Under the Lights ("Event"). WHEREAS, the purpose of this Agreement is to provide for activities and expenditures designed to increase tourism, NOW THEREFORE, in consideration of the terms and conditions contained herein, or attached and incorporated and made a part hereof, the County and the Contractor mutually agree as follows: Section 1. Scope of Work. a. Contractor shall provide the services and staff described in its Application for Lodging Tax Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A" which is attached hereto and incorporated herein by this reference. b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the following as required to perform the services, described in Paragraph (a) above, in accordance with this Agreement: Personnel, labor and supervision; technical, professional and other services. All such services, property and other items furnished or required to be furnished, together with all other obligations performed, or required to be performed, by Contractor under this Agreement are collectively referred to herein as "Services." c. Contractor shall commence, perform and complete such Services in accordance with Exhibit "8" which is attached hereto and incorporated herein by this reference. Section 2. Pavment. a. As full compensation for satisfactory performance of the Contractor's Services, the County agrees to pay Contractor the sum of twenty two thousand seven hundred and fifty dollars (522,75o.oo) (520,697.25 City of Ellensburg lodging tax funding and 52,052.75 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 twenty two thousand seven hundred and fifty dollars (522,750.001(520,697.25 City of Ellensburg lodging tax funding and 52,O52.75 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 L5,2023 after this date funds lapse. _2022 County Lodging Tax Funding Agreement Page 7 LT-2022-01"1-KVEC d. Requests for reimbursements must be submitted to: Kittitas County Auditor Attn: Auditor's Accounting 205 West 5'h Ave - Suite 105 Ellensburg, WA 98926 a ud itorsaccounting@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 Event marketing and advertisements (radio, newspaper, digital, printed materials: ba n ne rs/poste rs) o Talent fees (headlining and after party artist) r Equipment Rental (ticketing equipment, sound systems, light systems, stage, chairs, generators) 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 L(a): N/A h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as no more than two reimbursement requests with supporting documentation at the conclusion of the event. Contractors must complete the Lodging Tax Reimbursement online training course provided by the County Auditor's office prior to filing reimbursement claim. Requests for reimbursement will not be accepted by the County Auditor prior to the training being completed. The training may be found online at the Kittitas County Auditor's website at the fo llowing add ress: http://www.co. kittita s.wa. us/a ud itor/d efa u lt.aspx Section 3. Performance 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. _2022 County Lodging Tax Funding Agreement Page 2 Lr-2022-OI1-KVEC 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. e. The Services shall at a ll times be subject to inspection by a nd approva I of the County or City, but the County's or City's making (or failure or delay in making) such inspection or approval shall not relieve Contractor of its responsibility to perform the Services in accord with this Agreement, notwithstanding the County's or City's knowledge of defective or non-complying performance, or the substantiality or ease of discovering the same. Contractor shall provide the County or City with sufficient, safe, and proper facilities and equipment for such inspection and free access to such facilities. f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly furnish the County or City, or their designee, or such Federal or State auditor with such information related to the Services as may be requested by the applicable governmental entity. Contractor shall preserve and maintain all financial records and records relating to performance of Services under this Agreement for six (6) years after contract termination. For such duration after the County or City makes final payment of compensation due hereunder, Contractor shall provide the County or City access to (and the County or City shall have the right to examine, audit and copy, with or without notice) all of Contractor's books, documents, papers and records related to the Services or this Agreement. g. Contractor understands and acknowledges that Contractor is solely responsible for its own reporting and accounting of all state, federal, social security, and local taxes, of every nature, arising from Contractor's performance of this Agreement. All compensation received by the Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in accord with the applicable IRS regulations. Section 4. Release- ln nitv. and Hold Harmless. The County or City assumes no liability for the Contractor's actions under this Agreement. Contractor releases and shall defend, indemnify, and hold harmless the County and the City, their officers and employees, agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities, damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or may arise or be alleged to arise out of or by reason of this Agreement including: a Any fault, negligence, strict liability or product liability of Contractor in connection with the Services for this Agreement; _2022 County Lodging Tax Funding Agreement Page 3 LT-2022-OI1-KVEC 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. Comoliance Public Records Law. a. ln compliance with Washington's public records law, the County will retain copies of any documents associated with this Agreement, which may be required by law unless legally exempt from such retention, for any applicable legally required retention period. b. ln the event a public records request is made to the County or City for documents created in relation to this Agreement, should legal uncertainty arise regarding the disclosability of any documents under federal or state public records laws, the County or City shall provide notice to Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow Contractor to seek a court injunction. c. The County or City specifically shall not be liable to Contractor for the County's or City's release under public records laws of any documents not otherwise exempt from disclosure by trademark, copyright or other law. Section 6. Industrial 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. Insurance and Endorsements. The County may require through a request in writing that the Contractor provide the County with a certificate, binder, or policy of liability insurance, acceptable to the County in an amount specified by the County. b. Such liability insurance shall be such as will protect Contractor, its employees, agents and representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising out of personal injury (including death) or property damage that may result from performance of the Services or this Agreement, whether such performance is by Contractor or any of its employees, agents or representatives. a a t County Lodging Tax Funding Agreement Page 4 Lr-2022-OL1-KVEC 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. e. Where insurance is requested by the County, all liability insurance policies shall be endorsed to include the County and City as Additional lnsureds and shall stipulate that the insurance afforded by the policies shall be primary insurance, and that any insurance, self-insured retention, deductibles, or risk retention trusts maintained or participated in by the Parties shall be excess and not contributory to any other insurance or self-insurance maintained by the County or City. Contractor shall furnish the County a certificate of insurance with Endorsement as evidence that the required policies are in full force and effect. Section 8. Termination. The County may, by written notice thereof to Contractor, terminate this Agreement as to allor any 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 a. The City is not a party to this Agreement but is an intended third-party beneficiary of this Agreement and to the extent set forth herein certain of its provisions are for the benefit of the City and are enforceable by City in its own name and capacity as a Washington municipal corporation. b. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or any right or interest in this Agreement without the County's prior written consent. This Agreement embodies the entire Agreement between the County and Contractor, and supersedes any and all prior oral or written communications, proposals, conditions, promises, representations, or understandings regarding the Services. No change, amendment or modification of any provision of this Agreement shall be valid unless set forth in a written amendment to the Agreement signed by both parties. d. Notice for any purpose under this Agreement, except service of process, shall be given by the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W 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 mail, return receipt requested. c ,t County Lodging Tax Funding Agreement Page 5 LT-2022-OL1-KVEC The section and paragraph headings of this Agreement are for reference convenience only and are not intended to restrict, affect or be of any weight in interpreting or construing the provisions of such sections or paragraphs. f. This Agreement may be executed in one or more counterparts and by facsimile, each of which will be deemed an original, but all of which together will constitute one and the same instrument. g. Contractor warrants to the County that the individual signing on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under this Agreement. Contractor further warrants to the County that Contractor has made no misrepresentation or misleading statement in connection with this Agreement, and is not in violation of any applicable law, ordinance, or regulation the consequence of which will or may materially affect Contractor's ability to perform its obligations under this Agreement. h. lf any term or condition of this Agreement or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect the other terms, conditions or applications which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this Agreement are declared severable. The exclusive venue for any action brought to enforce this Agreement or any of its terms shall be in Kittitas County, State of Washington. j. The performance of this Agreement is subject to termination without liability by either party upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric Administration, any other agency of the United States Government, or any agency of the Government of the State of Washington of the occurrence of any circumstance beyond the control of either party-including, without limitation, acts of God, war, acts of terrorism within a fifty (50) mile radius of Kittitas County, government regulations, disaster, pandemic/epidemic illness, strikes or threat of strikes (except that neither party may terminate this Agreement for situations involving that party's own employees), civil disorder, or curtailment of transportation facilities-to the extent that such circumstance makes it illegal , impossible or economically impracticable for the parties to complete the duties and mutual obligations agreed upon and imposed upon them herein. The ability to terminate this Agreement without liability pursuant to this paragraph is conditioned upon delivery of written notice from one party to the other within 10 days of such occurrence or upon delivery of written notice from one party to the other within 24 hours of the receipt of notice of the prediction of any of the above occurrences. To the extent feasible within the constraints imposed by any event of the type described above, the parties agree that if the triggering event is of apparently or likely transitory effect, the parties may negotiate such amendments to the agreement that are mutually satisfactory and not otherwise contrary to law, including but not limited to a change in the dates for completion of any portion or the entirety of this agreement. ,)County Lodging Tax Funding Agreement Page 6 LT-2022-Or1-KVEC KITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS Laura Osiadacz, Chair Cory Wright, Vice Chair Brett Wachsmith, Commissioner Date signed: ATTEST: Clerk of the Board APPROVED AS TO FORM Deputy Prosecuting Attorney CONTRACTOR IPrint Name] lAddressl [Telephone] t County Lodging Tax Funding Agreement Page 7 flxhibr r "nn CLTAC: Application for Lodging Tax Grant Funding Grant Application Workshop -2021* Submittal lnstructions & General lnformation * Did you attend the Grant Application Workshop - 2021 hosted by the Kittilas Coulrty Chamber of Comnerce? ? Yes ') No 9 Yes, I have read and ondersland Submittal lnslruclions and General lnformation fo. the 2021 Lodging Tax Grani Funding Process You are Etrongly encouraged to composeyour 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 lhe bottom of this page. lA/hen you do &is you will be logged out and rnust log back in to continue. ln order to save a drat you will need to provide an email address and q password. Afrer completing the save dra*, you will be redirected to landing page containing a link to log baek into the form. We suggest you save this link as a booknrark. The link will also be sent to you in an email. For your convenience we have provided a word document version of the questions. Download it here. Organ ization I nformation Name of Organization * Kittitas Valley Event Center Organization Address* slreet Address 901 E 7th Ave, Ellensburg, WA 98926 Address Line 2 CitY Ellensburg Postal I Zip Code 98926 Organization is a:*iai Business i ; Non-Profit (Note: Please submit W-9 for business or IRS Designation Letter for non-profit.) Click here to view sample documents (redacted). 2021 W-9 signed.pdf Acceptable tile for.nats include: JPG, PDF or TIFF. Slate I Provjlrce / Regi0rl WA CouBtry United States 138.18K8Upload Proof of Organization Status* Project Contact I nformation First Name* Last Name* Phone Number* - ..*Email Kady Porterfield 509-962-7675 kady.porterfield@co.kittitas.wa. us Project or Event lnformation ProjecVEvent Name* Patriot Night Under the Lights Service Categories check all categories that apply to lhis application ,tl Tourism promotionlmarketing v] Operation of a special eveni designed to attract tourists ,. I Operation of a tourism related facility I Other : I I I Event Dates Please provide any specific dates, or range of dates, on which your event or project will be held. You may add as many dates or daie ranges as necessary. Event Dates Start Dates* 7t1t2022 ProjecUEvent Location * New or Ongoing ProjecVEvent? * Amount of Funding Requested * End Dates 71412022 Kittitas Valley Event Center, Ellensburg l.) Ongoing Project/Event (More than four years in existence) ,aj New Project/Event (Four or fewer years in existence) $ 30000.00 lf you selected "Ongoing ProJect/Evenl" above this amount may not exceed I 0ol" of the tolal expense budget oi this project. Funding Request Max Tourism Seasons*From lhe list below, what season will your project enhance tourism? Select any which apply. j Year-round (January - December) r r Off Season (November - February) . ; Shoulder Season (October or March - May) lJl 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, I I ProjecUEvent Description Please provide a description of your project/event. Response 1: ProjecVEvent Description * Patriot Night Under the Lights is a patriotic 4th of July celebration full of music, food, and family fun held in the Kittitas Valley Event Center in Ellensburg, WA. The event will take place between July 1si to July 4th on a single day that is yet to be officially deiermined. The event will feature a well-known country music artist as the concert headliner, and we will book another crowd-pleasing talent for the opening act and Patriot After Pady in the 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 firework show that will wow the crowd! Olher special features will include the growing display of vintage military vehicles and our armed forces display. The City of Ellensburg Parks and Recreation department also has wishes to come back as a new partner and try to add activities in the Memorlal Park before the big show begins. 2500 character limit Video Link Please provide us liflk lo a brief video sonrrary of you erganizatiorl s evetrUprojecl. YoU lvlUST be preseul at the O&A Dreeting in Novenrber lo qualify aor funding. https://youtu. be/kQOWHGNcSqw List of lntended Use of Funds* Event marketing and advertisements (radio, newspaper, digital, printed materials: ban ners/posters/ Talent fees (headlining and after party artist) Equipment Rental (ticketing equipment, sound systems, light systems, stage, chairs, generators) 2l Supporting Kittitas County as a tourism destination. 1. Away from their place of residence or business and staying overnight in paid accommodations; 2. To a place fifty miles oI 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 *V\,4ry viould lor.rdsls lravel to Kiltitas County lo attend your eveItactivity/facility? Patriot Night Under the Lights is attractive to tourists because people across our stale and region love country music and attending concerts. People also love to find a fun and exciting way to celebrate our independence on the 4th of July, and if a firework show comes along with it. than BONUS! This is a large-scale event meant to caterto the iastes of both locals and tourists alike at a venue well-known across the Pacific Northwest. Ellensburg and the surrounding Kitiitas County area have plenty of available lodging offerings over the course of the 4th of July weekend and we at KVEC also offer on- site camping. This makes it easy for out-of-town visiiors to find a place to stay and be willing to travel to our area. Food, beverage tastings, outdoor recreation, and olher tourist attractions in our County make traveling to Ellensburg for 4th of July weekend that much more enticing. 2500 characler linit Response 2.2* Application Questions. Part 2 Describe the p'ior success ol your eveltilaclivity/faciljty in altracliol toLlrisls. Just days after the eveni ban lifted in Washington State, we were fortunate enough to have a full-fledged concert full of great music, good times, and laughter. People were so excited to be together again watching a live per-formance. Despite not having much iime to plan and advertise once we knew we could continue with the event. it siill came together great with the amazing performances and a great crowd. After a stunning National Anihem, we had opening act Huckleberry Road kick off the concert and get people going before Joe Nichols took the stage- Joe had the crowd rocking through the night and the arena floor was full of people dancing and singing along. ln precautionary efforts, we made some layout changes ihis year and attempted new seating arrangements to be prepared for restricted attendances. While they were great plans to get through a restricted event and it worked relatively well, there were a couple downfalls when it came to traffic flow and interaction. So, we will be leaving the main layout as is for 2A22 but changing the arena floor arrangement to generate a better experience for concert goers. It was also a bummer to have our fireworks show cancelled this year, but we work with an amazing company that was able to hold our show over for 2022 luckily. We will be excited to jump back into our safety planning and special arrangements with local fire personnel to make sure it goes off without a hitch. lt's the safest way for the whole community to enjoy a grand-scale fireworks show in one location without them risking lighting off their own fireworks at home. Overall, 2021 turned out to be a smooth operation and great event to bring in tourists and give locals a way to celebrate within their community too. 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 graiitude for having the event back again. Many our looking forward to a big 20221 25110 cheracter lirrlrl 3l lmpact Response 3: Measuring Results* Application Questions: Part 3 Describe horv you \,/ill prorrote your evenllaclivity{acility to altt act tollrisls. The event will first be promoted through radio padners from the Columbia Basin, up to Wenaichee, over to Seattle, down to Yakima and the Tri-Cities, and over to Spokane. We will also use targeted Facebook ads in those areas to promote online awareness and get direct-click traffic to our website for tickets. "Bandsintown" email newsletters will also be an effective tool in the same manner. Targeting will be fixed to country music fans, patriots, and families looking for holiday fun. We are expanding our digiial targeting to regions outside ihe Washington border, along Oregon and into ldaho as well. We really hope to see a growth in our western Washington attendees next year as well. so we will be marketing in both the Northwest and Southwest corners of Washington next year. The pandemic and noi knowing what restrictions would be made marketing very difficult and rushed in 2021 . With more time throughout the year to market the event, there will be more awareness and we will be able to get ahead on people's holiday planning. 2500 olraracle. lirnil 4l Collaboration lf your organization collaborates or has created partnerships with other organizations, groups, or other events, how is this accomplished? 4.1 Collaboration*Currently, we have valuable partnerships with both community groups, as well as regional and corporate sponsors. Our major sponsors we look to have back for the 2O22 evenl include Mike's Hard Lemonade and Legends Casino Hotel. We've also found success in local trade partnerships with KXDD radio and the Hampton lnn of Ellensburg !o help support our event operations and marketrng. Our community partners are valuable as a volunteer effort to help run our event and set special displays. These groups include the Ellensburg Rodeo Posse, Rodeo City Roller Girls, National Guard, 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 well as the Kittitas County Sheriff s Department Reserve Program. We are looking at expanding our partnerships for this upcoming year and the biggest one we are looking fonvard to is with the City of Ellensburg. The City's Park and Recreation Department has shown interest and commitment to setting up additional 4th of July festivities in Memorial Park next to the fairgrounds. These family fun activities and entertainment would begin in the afternoon and lead up to the opening of the concefi area and evening schedule. We very much look forward to working on this event expansior.r and having a great padner in the City of Ellensburgl 2500 ch6racter linrii 4.2 Promoting Local Business * Descrihe holv y.u v/ill prornote lodging esleblishnrents. reslaLrranls. aId l]itsiness localed in Kitiit"s County Our plan is to establish a larger local business partner program to, in turn, promote one another on an everl bigger scale this year. The event team is working on ideas currently on which businesses would make great partners in cross-promoting through social media and on-site visitors. Our website has been a wonderfirl tool to feature businesses such as hotels, restaurants, bars. and much more where we can help drive evenl attendee iraffic to their small businesses as well during their stay. 2500 character linril 4.3 Host Hotel*ls there a hosl holel lor yolr event oi qran! prolecl? It yes list lhe hotel. ,NO o Yes. Hampton lnn of Ellensburg has been a great hotel partner for us year-round the last couple years. and especially during the Patriot :Night Under the Lights. Currently that partnership is set to conttnue in 2022 as well. 5l Future Plans Please explain what plans exist to allow this project to become self-sustaining. lnclude any plans for ticket sales, event sponsors, and other cost-recovery models. Future Plans*As Patriot Night Under the Lights grows as an established annual event, we expect the event attendees to increase. We have the capacity to double our attendance as we proceed. so by making this a desired and memorable event we can become self- sustaining just by increased ticket sales. However, as the event grows it also becomes more marketable to major sponsors and we work with a Sponsorship Consultant that specializes in event sponsorships to assist in generating ihat funding each year. Through the growth opportunity in each of these areas, we plan to be self-sustaining in the next couple years. 2500 character lirnit Application Questions'. Part 4 5l Additional lnformation Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your project and its benefit to tourism. COVID-1 9 lnfOfmatiOn ll you had a plannecl event in 2020 or 2021 . whelher they vrere able to take plare or nor, please describe any silccesses ard challenges yoU expetienced. ln early May 2020 we were forced to make ihe event postponement decision with the state's COVID plan that was established. Luckily, our headlining artist agreed to postpone and will come back in 2021 as well, so that was very good news as there was a lot of energy and excitement around his concert appearance. It all came together for 2021 as planned, even given the short time frame for when we received word we could move forward. Even with an eniire new layout and concept, it all flowed together while giving staff even more ideas on how to rrake it better next year. We are so lhankful for all the great partners. community members and event attendees that supported the event and made 2021 a success. lt was a big steppingstone to make ii a viable event to hold again in2022. 2501.) character limil Additional lnformation Tickets are sold at a fair and reasonable price to encourage concert attendance. Having a new website and our own ticketing platform iniegrated into that assisis in increased ticket sales through ease offinding all event 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 ihey do and have done for our country. A small flat fee is charged to the local food vendors we invite to have a space at our event, so it's a great incentive for them to profit off most of their concessions. The 4- Hfoodtrailersteppeduptothetaskin2021 andtheysoldoutof mostof theirfood, having tremendous success. This is another great way Patriot Night Under the Lights continues to support our local economy, organizations. and busrnesses! Rodeo City Rollergirls have continued to put together a bartending crew to serue in our beverage gardens the last couple events. There has been increased revenue shown in beverage sales, which really helps the bottom line. KVEC pays for their bartending certifications and then iheir efforts and hard work are awarded with a contracted payment. lt seems to have served as a great fundraiser for them because they are also allowed to gather tips too and it all goes towards covering their team s expenses. 2500 characler linli! Suppofting DOCUmentS You may upload any supportinlt docu$enis ssch as graphs irlages..Jiagrams, trr.rrkeling nraterials etc. PNG1013'19-1_hr (3).pdf 5.07M8 Event Attendee Map.pdf 647.43K8 HLXAO768.JPG 243.||KA You are allo$jed to subr[il !p lo 3 single paqe (US Letter) docunents in .jPG. PDF or -l iFa: fo.rrat 7l Previous Lodging Tax Grant lnformation Previous Years Awarded Lodging Tax Grants * Overall Attendnace Past Actual* 1,325 flas your eveBt received Lodging lax funds in previous years? ; , No, this event/project has not previously received Lodging Tax Funding. i, Yes, 1 year previous I . Yes,2 years previous . Yes. 3 or more years previous Projected * 1,750 Number of people travelling more than 50 miles for your event? Number of people traveling from outside WA State for your event? Past Actual* Projected * 14 50 The number of overnight guests who stay in paid accommodations in Kittitas County for your event PastActual* Projected* 240 350 Number of paid lodging room nights resulting from you event/activity/facility? PastActual* Projected* 92 150 Past Actual* 249 Prior Year Paid Overnight Stay Data Past Methodology* Projected Methodology* Methodology Narrative * Projected * 400 ln addition to field above. you nlay trpload the evidence to suppo.l the prior years'rootrrlnighl informaliotr. Ylu may rpload up to three single pages (US Lellerl. ol informatiotr. lf you a single rnulti-page docunlenl. only the first three pages will be considered. lhe lollovring fornrais, srill be accepted: JPG. PDF or TIFF What metlrodology djd yotr use lo calcillale the 201 I actual numbers? I Direct Count (prefered) ' I lndirect Count r I Representaiive Survey j lnformal Survey (preferred) i/j Structured Estimate r j Other l \,\&at methodology urill you use to calculate lhe upcoming suntbers? : j Direct Count (preferred) I i lndirect Count i : Representative Survey t i Informal Survey (prefened) 17 Skuctured Estimate Other Please explain. Our estimates of overnighi stays are currently calculated using our ticket data. We analyze all tickets sold to out-of-iown and oui-of-county ticket purchasers. We calculate how far they came from and how many tickets they purchased to gather our estimates of who stayed overnight in Ellensburg. h 2A22, with more time to prepare, we would like to include building a survey into our ticket purchasing experience to be able to poll who will be staying overnight or not to see how the data compares and get more data from our customers. 2500 characler limit Application Questions: Part 5 8l Funding Does your organization have, or have you applied for, grant fundrng 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 which have not yet been secured will be listed separately, in the field(s) directly below. Finally. what changes would occur if the project couldn't be funded? Other Funding * * Does yorlt orqarizalioi have, oi have you applied for iLrlding lfom ollter sources? . Yes *. No li not why not? We have not applied for additional funding sources outside of this grant. We are not aware of other resources at this lime that we are eligible for or are specific to events. We are usually not eligible for applied funding due to our local municipality stalus. However. every year we attempt to expand our sponsor funding in order to increase supporl and keep costs down for event attendees. 2500 charircier !inril V/h;rt ch€nqes wiil be fia.ie if iurding tor yoLtr reiltjesl is not availaitle or recontrt.:ndeC? lf funding is not available, we wrll have to decrease our spending limits on talent fees and marketing. Large concert events have high fixed costs in order to hold them successfully and safely, so those costs cannot be easily adjusied or negotiated. Therefore, we are lefi to work with the more flexible costs when ordering advertising or booking an artisi. This may lead io a decrease in public interest of the event if the talent is not popular enough to sell tickets or if we aren't able to market the event as heavy and get the word out there. 250{J chariicier l;rilit. Explanation Funding Shortfalls * Matching Funds Percentage Verification of ln-kind Contributions Budget Year 336.67 o//o this iield vrill aulo lill u/illr lhe coired Flerc"nlage hased ilt yolr illtui to h!dget sectio| below. 9l Project Budget Overview Please complete budget for this projectlproposal. lf your agency operates independently of this prolect application it may not be necessary to subnrit the entire agency budget. You must submit a budget which specifically pedains to the projectievent for which you are requesting lunding and adheres to the basic budget format shown below The budget must include anticipated revenues. expenditures. and any potential profit or loss. For pro.jects/events 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 any claimed 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 instarrce, if you are claiming in- kind contributions in the form of advertising match, a binding contract itemizing the matching value and obligating each party must be provided. ATTENTION: ln an effort to allow an adequate level of flexibility for all applicants, not all fields in the 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 For any clairted in-kind conlributions valueci al 5500 or []ore ard relaled tq rnarketinq,'adverlisino, Vou trrusl subntit veritying dofllnerrlalirnr yrhich ass{rres lhe contribution will be provlded. Edit if necessary 2019 2020 2021 2022 Revenues From Consolidated Lodging Tax Grant Past Actual 3 LTAC Grant Funding $ 0.00 All Other Revenues Account Name PastActual 3 Ticket Sales $ 39714.00 Beverage Sales $ 12750.00 Concessions $ 500.00 Sponsors $ 7500.00 Past Actual 2 $ 0.00 Past Actual 2 $ 0.00 $ 0.00 $ 0.00 $ 0.00 Past Actual 2 $ 0.00 $ o.oo Past Actual 1 $ 18,500.00 PastActual 1 $ 55250.00 $ 18316.00 $ 100.00 $ 12000.00 Past Actual 1 $ 0.00 $ 250.00 Projected $ 30,000.00 Projected $ 65000.00 $ 20000.00 $ 600.00 $ 15000.00 Projected $ 0.00 $ 400.00 Projected 250 Projected $ 136890.00 Projected $'t200.00 $ 960.00 $ 1788.00 $ 50000.00 Account Name Runner Vehicle Hotel Rooms Expenses Account Name Advertising Consultant PrinURadio/Digital Advertising Signage/Posters/Ba nners Music License Fees lnsurance Talent Fees Past Actual 3 $ 250.00 $ 500.00 Past Actual 3 $ 1200.00 $ 958.00 $ 1787.00 $ 37500.00 ln-Kind Contributions (except volunteerism) Contributions of Volunteer Time Past Actual 3 Past Actual 2 Numberof Hours 206 Past Actual 2 $ 0.00 PastActual 1 246 PastActual 1 $ 104416.00 Evidence of Volunteer Contributions* Calculated Value of Projected Volunteer Time Past Actual 3 Revenue Totals $ 61214.00 Please upload a silrgle file which oflers evidence in suppofi o{ the projected volunteer hours 2021 Volunteers.pdf 87.34K8 $ 5,890.00 $ 6060.00 $ 1226.00 $ !1809.00 $ 15000.00 $ 1628.00 $ 293.00 $ 1478.00 $ 1000.00 Past Actual 2 $ 850.00 $ 958.00 $ 0.00 $ 0.00 Past Actual '1 $ 250.00 $ 958.00 $ 1787.00 $ 42000.00 Agent Services Produciion Equipment and Services Fencing Operating Rentals Catering Security Services Ticketing Equipment and Fees Operating Supplies Beverages for Resale Sponsorship Commission Fireworks Bartender Labor Banking Fees Miscellaneous $ 3500.00 $ 17232.OO $ 0.00 $ 3408.00 $ 2650.00 $ 1275.00 $ 0.00 $ 1246.00 $ 3000.00 $ 15000.00 $ 200.00 $ 0.00 $ 0.00 $ 2000.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ o.oo $ 0.00 $ 15000.00 $ o.oo $ 89.00 $ 0.00 Past Actual 2 $ 20416.00 Past Actual 2 $ -20416.00 $ 2000.00 $ 18831.00 $ 4000.00 $ 19000.00 $ 400.00 $ 5000.00 $ 2500.00 $ 3500.00 $ 3500.00 $ 1000.00 $ 4000.00 $ 15000.00 $ 400.00 $ 1500.00 $ 250.00 Projected $ 134498.00 Projected $ 2392.00 $ 2550.00 $ 0.00 $ 0.00 $ 5052.00 $ 1450.00 $ 3060.00 $ 3533.00 $ 836.00 $ 3830.00 $ 0.00 $ 400.00 $ l3'15.00 $ 216.00 Past Actual 1 $ '102405.00 Past Actual 1 $ 2011 .00 $ 3600.00 $ 4500.00 Past Actual 3 Expense Totals $ 99194.00 Profit & Loss Past Actual 3 $ -37980.00 Application Ceftification The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any contract arising from this application, unlawfully discriminate againsi 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, sexual 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 and 2 and understands and will comply with all provisions thereof. Certified by: *dw(il4 Name* Applicant's Title* Kady Porterfield Eveni Center Director .",, lllf'9 (Rev. Octobor2018) Departm€nt ot lh6 Treasury lnternal Revenue Seruice Request for Taxpayer ldentification Number and Certification ) Go to www.irs,govlFormWglor instructions and the latest intormation. Give Form to the requester. Do not send to the lRS, 4 Exemptions (codes apply only to certain entlties, not individuals: see instructions on page 3): Exempt payee code (if any) 3 Exemption from FATCA reporting code (if any) C (Applios rc aeMnts maktained outsids the U.S) on your lncome of Kittitas 2 Business 7 List account number(s) here is required on this line: entity name, it d o6)a!o- Eo ocoo>i:€o o< 2o o.o ooo.o d) o)(/) name Number Enter your TIN in.the appropriate box. The TIN provided must match the name given on backup withholding. For individuals, this is generally your social security number (ssN). resident alien, sole proprietor, or disregarded entity, see the instructions for part l, later. entities, it is your employer identification number (ElN). lf you do not have a number, seeI/M later, line 1 to avoid However, for a For other How to get a or Note: lf the account is in m ore than one name, see the instructions for lino I . Also see What Name and Number To Give the Fequoster 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 identification number (or I am waiting for a number to be issued to me); and 2. I am.not_subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the lnternal RevenueService (lRS) that I am subject.to.bqgl rp withholding as a resuit of a failure to report all inibresi or dividends, or (c) the IRS iras notified me that I amno longer subject to backup withholding; and 3. I am a U,S. citizen or other U.S. person (defined below); and 4. The FATCA code(s) entered on this form (ifany) indicating that I am exempt from FATCA reporting is correct. Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding becauseyou have failed to report all interest and acquisition or abandonment of securod dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, property, cancellation of debt, contributions to an individual retirement arrangement (lRA), and generally, payments must provide your correct TlN. See the instructions for Part ll, later.othsr than interest and dividends, you are not required to sign the but you Sign Here General ln ns 1099-DlV (dividends, including those from stocks or mutual Section references are to the lnternal Revenue Code unless otherwise noted. Future developments, For the latest information about developments related to Form W-9 and its instructions, such as legislation enacted after they were published, go 10 www.irs.govlFormWg. Purpose of Form An individual or entity (Form W-9 requester) who is required to file an information return with the IRS must obtain your correct taxpayer identification number [lN) which may be your social security number (SSN), individual taxpayer identitication number (lTlN), adopiion taxpayer identification number (ATIN), or employer identification number (ElN), to report on an information return the amount paid to you, or other amount reportable on an information return. Examples of information returns include, but are not limited to, the following. . Form 1099-lNT (interest earned or paid) . Form 1099-MISC (various types of income, prizes, awards, or gross proceeds) . Form 1099-8 (stock or mutual fund sales and certain other transactions by brokers) . Form 1099-S (proceeds from real estate transactions) . Form 1099-K (merchant card and third party network transactions) . Form 1098 (home mortgage interest), 1 098-E (student loan interest), 1098-T (tuition) o Form 1099-C (canceled debt) . Form 1099-A (acquisition or abandonment of secured property) Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your conect TlN. lf you do not return Form W-9 to the requester with aTlN, you might be subject to backup withholding. See What is backup withholding, later. 3 Check appropriate box for federal tax classificatlon of the person whose nam6 is ent€red on line 1 . Check only one of thofollowing seven boxes. n lndividual/soleproprieloror fl CCorporation n Scorporation n Pa*nersnip ! Trust/estate single-member LLC fl uimiteo tiaoitity company. Enter the tax classilication (c-c corporatiori, s=s corporation, p=partnership) > _ Other apt. or sult6 no.) Sec5 Address (number, street, Ave 6 City, state, and ZIP wA 98926 numbor Part I number I 1 6 0 0 1 3 4 I Part ll Signature of U.S. pemon )Daie > Cat. No. 10231X Form W-9 (Rev. l0-2019) ;.rir; ::- rll' PATRIOT NIGHT UNDER THE LIGHTSVAI-LEY*:rliriri rlrrl,l!i':l-rlo"#:jfl:l:::,,.i,,: ltd,- .ti:i: 1.1.. ...Y"_'!elI.-...1 ,-,.,;I{S :''}BffiI- ARMORYIF*t'-" '--N*lg-.-i., oooCITY POOLoIo:lt-' :^ . i:::'_: :. :.l;1.:.t-.t, ..,-. ,':ryfiMAP GUIDEf:.::1 Ticket Office2 Entry Way:- Party Pods- Section 1,2- Box Seats/ADA3 Entry Way:- Sections 3,4,5,64 Entry Way:- Sections 7, 8, 95 Beer Garden Entry6 Rodeo Arena - Concert7 Behind the Chutes *Patriot After Party8 Food Vendors9 Fairgrounds Entry fromParking LotsTI'ARM-UPARENAMAINTENANCEYARDNORTH PARNING LOTEVEI'IT RV CAMPINGPARKINGPENStIt!:oxEoCONTACT THE KITTITAS VALLEYEVENT CENTER901 E TTHAVENUE, SUITE 1, ELLENSBURG, WA 98926(509) 962-7 639. EVENTCENTER@CO.KITTITAS.WA.USo,li!i@Eqk.ocmulxsIIT@ Volunteer List 2021. Name Number of Volunteers Hours Antique M ilitary Display L2 members 48 Ellensburg Rodeo Posse 8 members 40 Community Members 10 members 106 Fair Board 7 members 52 Total 246 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 or URL with an operational link to the site(s). The URL landing page must use the correct logos and have a link to centralwashingtonoutdoor.com. Contractors must either keep the landing page active until time of reimbursement or use a screen capture for full reimbursement. (lf you are using a live logo as the link to CWO, please ensure the hyperlink is shown in the screen capture). 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 Advertising and Online Display Advertising of all types (including but not limited to newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party websites, streaming displays, social media etc.) must include the County's and appropriate City's tourism website logo (or URL with a one-click away operational hyperlink). The URL landing page must use the correct logos and have a link to centralwashingtonoutdoor.com. Contractors must either keep the landing page active until time of reimbursement or use a screen capture for full reimbursement. (lf you are using a live logo as the link to CWO, please ensure the hyperlink is shown in the screen capture). The logo must be sized no smaller than% inch in height and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. C. Video Advertising of all types (including but not limited to television, online, electronic kiosks, motion billboards, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller 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. Advertisins 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 atLOO% of the cost, including any production costs. To operate exclusively outside of Kittitas County, the provider must not be physically located in the County and/or not distribute any media within the County. 2. Print advertising placed with any media provider which operates inside Kittitas County may be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to L0 days prior to the event may be reimbursed atIOO% of the cost, including any production costs. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 A, (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. Televis Advertisine: 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 atLOO% of the cost, including any production costs. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 8,2(a) above, advertising may be reimbursed at the rate of 70% of the total cost, including any production costs. C. Online Advertising: L. Online advertising and promotion may be reimbursed at 100% of the cost, including any production cost. 2. Streamed media (radio, television, other) requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County. Reimbursements will be allowed for the percentage distributed outside of Kittitas County, including any production costs. D. Direct Mail: 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: 1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at i:OO% of the cost, including any production cost. ln order to receive reimbursement, a list of the locations where flyers or posters were posted outside of Kittitas County, a signed statement from the contractor that the list is accurate and a copy of the poster/flyer must be provided along with other required documentation. 2. Banners which are placed inside of Kittitas County may be reimbursed at lOO% of the cost, including any production costs. ln order to receive reimbursement, the banner cannot list a specified date or location. Request can only be made one time. 3. Signage (site layout use only) which are placed inside of the venue/facility of the event may be reimbursed at 100% of the cost, including any production costs. ln order to receive reimbursement, the signage cannot list specified date or location. Request can only be made one time. (i.e. ADA Parking /Parking, Loading Zone, Evacuation Route, Bathrooms, and Stage locations) F. Radio Advertisins: L Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed at IOO% of the cost, including any production cost. 2. Radio advertising placed with any media provider located inside of Kittitas County may be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed atLo}% 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. Ooeration Reimbursement: 1'. Operation costs may be reimbursed 100% of the paid invoice cost. ln order to receive reimbursement operations invoice must an approved cost from the Consolidated Lodging Tax committee members list. lnvoice provided must include notation of payment with proof of payment. 2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed al tOO% 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 S5,OO0.c. Licenses, permits, insurance, or credit card fees