HomeMy WebLinkAbout022-Suncadia KaleidoscopeLT -2O22-O22-S U N CAD IA-KALE I DOSCOP E
2022 LODGI NG TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND THE SUNCADIA RESORT
This Contract, effective January L, 2022, is made and entered into by and between -
KITTITAS COUNW ("County"), a subdivision of the State of Washington, and the SUNCADIA RESORT
( "Contracto r" ), f or the 2O22 Ka leidosco pe Festiva I ( "Eve nt" ).
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 one thousand seven hundred and fifty dollars
(S1,750.00) (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 one thousand seven
hundred and fifty dollars (S1,750.00) (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 15,2023 after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
2022 County Lodging Tax Funding Agreement Page 7
LT -2022-022-5U N CAD IA-KALE I DOSCO P E
Attn: Auditor's Accounting
205 West 5th Ave - Suite 105
Ellensburg, WA 98926
auditorsaccounting@co.kittitas.wa.us
Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
f. Contractor is eligible to claim reimbursement for the following items and amounts only:
o Equipment Rentals such as stage/sound/lights/backline
o Signage such as directional signs
o Marketing.such as fliers/posters/banners/event maps
r Entertainment such as a DJ/live band(s)
r Facility Rentals such as tents, toilets, generators, stage sets, tables, chairs, equipment
rentals
r Talent Fees such as artist Rider + staff
o Medical Fees such as a medial professional on-site
o Transportation such as busing to and from the event location
r Funding for the Rainbow Run 5k such as signage, safety equipment, arch way
o Entertainment such as bubble man/face painting/henna/yoga/ HOPE Gallery (ribbons
for dancing)/Ukulele
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a): N/A
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
fol lowi ng add ress: http ://www.co. kittitas.wa. us/a ud ito r/defa u lt.aspx
Section 3. Performance 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
e
a
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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
County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, or mental handicap.
e The Services shall at all times be subject to inspection by and approval of the County, but
the County's making (or failure or delay in making) such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County with sufficient, safe, and proper facilities and equipment for such inspection and
free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or its designee, or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine, audit and copy, with or without notice) all of Contractor's books, documents,
papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release. I nitv, 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:
a Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
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Any lien asserted upon any property of the County in conn'ection 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 with Public Records Law.
a. ln compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. ln the event a public records request is made to the County for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County shall provide notice to
Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c. The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 6. lndu Insurance Waiver.
With respect to performance of this Agreement and as to any claims against the County, its Additional
lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contractor's employees
and agrees that the obligations to indemnifli, 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- lnsura nce 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
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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 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 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 Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
c. Notice for any purpose under this Agreement, except service of process, shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W.
5th Ave. Ste. L08, 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.
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e. This Agreement may be executed in one or more counterparts and by facsimile, each of
which will be deemed an original, but allof which together will constitute one and the same
instrument.
f. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
violation of any applicable law, ordinance, or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
g. lf any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To
this end, the terms and conditions of this Agreement are declared severable.
h. The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County, State of Washington.
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.
2022 County Lodging Tax Funding Agreement Poge 6
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS
Laura Osiada cz, Chair
Cory Wright, Vice Chair
Brett Wachsmith, Commissioner
Date signed
ATTEST:
Clerk of the Board
APPROVED AS TO FORM
Deputy Prosecuting Attorney
LT -2O22-O22-SU N CADIA-KALE I DOSCOP E
CONTRACTOR
IPrint Name]
lAddressl
[Telephone]
2022 County Lodging Tox Funding Agreement Page 7
evnib'+nu ))
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2021*
Submittal lnstructions
& General
lnformation *
Did yoLr attertd lhe GraDt Apphcalion Workshop - 2021 hosted by llre Kitrrtas County Cnamber or Conr,retce?
,.? Yes
,1) No
'9 Yes.
I have reatl and 0nderstand Submittal lnstruclions and General Informalion for the 2021 Lodging Tax Grant Funditg
Process
You are strongly encouraged to compose your re$ponses to the guestions qf this form with a desKop text editor
and save your work, then copy and paste the information into the form. You may also save a drafi by selecting the butlcn
al the bottom of thie page. When you do this you will be logged out and must log back in to continue. ln order to save a
drafr you will need to provide an email address and a password. After compleling the save draft, ycu 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. For your sonvenience we have provided a word documont version of the questions: Download it
here.
Organization lnformation
Name of Organization * Suncadia Resort
Organization Address* sreet Address
3600 Suncadia Trail
Address Litre 2
CitY
Cle Elum
Postal I Zip Code
98922
Upload Proof of
Organization Status*
Organization is a: *,.) 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).
Slate / Province I Region
Washington
Country
United States
74.32K8Suncadia W9.pdf
Acceptable file tormais include:..lPG, PDF or TIFF
Project Contact I nformation
First Name*
Last Name*
Phone Number*
- ..*Email
Camie Stevenson + Philip Hopper
Camie Slevenson + Philip Hopper
509-649-6142
cstevenson@su n cadia. com
Project or Event lnformation
ProjecUEvent Name* Suncadia's Kaleidoscope Festival
f!
Service Categories Check all categories that apply to this application
r - J Tourism promotionlmarketing
i{} Operation of a special event designed to attract tourists
i*-l Operation of a tourism relaled facility
i l Other
Event Dates
Please provide any specific dates, or range of dates, on which your event or project will be held. You may add as many
dates or date ranges as necessary,
Event Dates
Start Dates*
413012022
ProjecUEvent
Location*
New or Ongoing
ProjecUEvent?*
Amount of Funding
Requested *
Funding Request Max
Tourism Seasons*
Application Questions: Part 1
End Dates
4t30t2022
Nelson Farm at Suncadia Resort
I Ongoing Project/Event (More than four years in existenee)
ir-: New ProjectlEvent (Four or fewer years in existence)
$ 56000.00
lf you selected "Ongoing Project/Evenf' above this amount may not exceed 1 O% of the total expense budget of this
project-
Fron the lisl below. what season will your prciect enhance torrism? Select any which apply_
1. -t Year-round (January - December)
i-l Off Season (November - February)
rJ Shoulder Season (October or March - May)
r-l High Season {June - Sepiember)
Please answer each question completely, in the order listed, Please include any supporting data within the
response narrative.
{ I ProjecUEvent Description
Please provide a descripiion of your projectlevent.
Response 1:
ProjecVEvent
Description *
Video Link
ABOU-|:
The Kaleidoscope festival will be a ticket event open f rom 12pm to 7pm on
Saturday, April 30th. to welcome Spring and embrace all the seasons- Suncadia
embraces all seasons, but as we leave winter behind. we welcome lhe fresh new
earth, flora, and bountiful wildlife. We plan to use Nelson Farm in Suncadia to host
the celebratiorr. The location of Nelson Farm will provide outdoor space for various
activities and the opportunity to embrace the Spring season outside. Activities will
feature a rainbow run 5k, outdoor yoga classes. musical pedormances, crafts,
throwing of colors, rhythmic gymnastics, color photo sessions, kids ukulele band and
more! Local food trucks and breweries will help support this event by providing
attendees with a taste of the Pacific Northwest through various foods and
beverages. With various options of food and beverage. there will be something
everyone will enjoy. We also plan to utilize our stage to host local musicians
throughout the day. Each musician will attract a different crowd based on their genre.
This festival is the perfect way to bring the community together to welcome spring
and connect through various activities tlrroughout the day. This special festival will
be hosted rain or shine. The transition into spring is something to celebrate and we
hope to be able to do so ai Suncadia Resort.
MARKET:
Our primary audience for this event continues to attract overnrght resod guests and
day visitors f rom all over the PNW; Suncadia homeowners, their friends and
fanrilies: and many visitors f rom our local communities. Our secondary audience
includes those visiting for other reasons (other events and conferences) who also
have an interest in seasonal festivals.
2500 rharacler liqrit
Please provide irs link lo a brief video si,rnrn;1ry ol yoli organizatiorl s eventlp.oject. You l,iUSt b-^ preseilt al the
Q&A sreeting rn Novetrrbei lo qualify lrrr hrnding.
https:/lyoutu. be/l0BO9C Nf3e4
List of lntended Use of Funds*
Equipment Rentals such as
stage/sou nd/lig hts/backline
Signage such as directional signs
Marketin g such as fl iers/posters/ban ners/event maps
Entertainment such as a DJ/live band(s)
Facility Rentals such as tents, toilets, generators,
stage sets, tables, chairs, equipment rentals
Talent Fees such as artist Rider + staff
Medical Fees such as a medial professional on-site
Transportation such as busing to and f rom the event
location
Funding for the Rainbow Run 5k such as signage,
safety equipment, arch way
Entertainment such as bubbleman/face
painting/henna/yoga/ HOPE Gallery (ribbons for
dancing)/Ukulele
2l Supporting Kittitas County as a tourism destination
1- Away from iheir place of residence or business and staying overnight in paid accommodations;
2. To a place fifty rriles or more away from their place of residence or business for ihe 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 *VVhy would tourisls ttavel lo Kittitas Courty io allend yoilr event.laclivjty;Taciliiy?
PROJECTION
A major goal of Suncadia Resort is to plan events that encourage visiiors to stay
overnight who are more than 50 miles away. Overnight stays increase opportuniiies
for larger numbers of visilors to patronize local business. To reach such visitors such
items will be produced banners, fliers and posters. Our marketing (in-house) has a
list of over 35,000 loyalty members that will receive e-blast, e-newsletters and
package enticing them to come over for the day. They will also focus on strategies
such as Facebook, lnstagram, and website. Upon arrival at Suncadia Resori, there
are various retail and food establishments that visitors can visit that will irnpact the
economic make up of Kittitas County.
PUBLIC RELATIONS: Proactive outreach SeattlelBellevue media and publications
DIGITAL: Google Display Ad Network and Facebook- Geo Targeting
EVIDENCE:
Suncadia's number one attraction is the 6,000 acres of forested mountain landscape
surrounded by the Wenatclree National Forest. Suncadia's Nelson Farm is an ideal
outdoor venue offering concert friendly weather, ample seating, and views of the
Cascade Mountains. The resori as well as the surrounding communities offer year
around aciivities for your family or group; miles of hiking and biking trails, glade
spring spa. mountain golf and quaint historic mining towns nestled in the roots of ihe
Cascade Mountains.
PROJECTION
The typical attendee will stay the entire weekend, they will arrive on a Friday night
and stay through Sunday, usually requesting a late checkout if staying in a local
hotel/motel or vacation home. Because this is a one-day event. the attendee will
stay the night which will lead them to seek out other activities to complete their stay,
such as dining out at local establishments: shopping in nearby municipalities
(including Ellensburg); or other morning/evening events and activities such as
outdoor recreation, movies, concerts, or the theater. The same visitors will purchase
gas. meals and/ or groceries, and mementos of their stay in Kittitas County.
SUNCADIA WILL OFFER SUCH PACKAGES AS:
SPRING & STAY AT
SUNCADIA PACKAGE. lncludes - Overnight Stay. Resort Credit, and Spa Discounts
- to encourage attendees to stay one or more nights.
CREATE YOUR OWN VACATION PACKAGE. Lodging of choice, customized
recreation activities, experience other Spring activities on property.
Response 2.2*
251-10 characier linrit
Describe tire prior srjccess ol your event/aclivity,{acjljly in atlraction toorists.
This event lras not been held before it is a brand new event for 2Q22.
2500 character linii
Application Questions . P arl 2
3l lmpact
Response 3:
Measuring Results*
Describe holv you v/jll promole you. evelrtiaclivityltacility to altract ioudsts.
TO PROMOTE THIS EVENT. WE PLAN TO DO THE FOLLOWING:
' lncreased exposure via social media, website awareness and email
communication .
. Ensure the website is optimized for proper event search terms .
. Digital advertising Geo targeting SeatllelBellevue area.
. We can monitor interest and interactions via website clicks and Facebook insights .
We advertise in locations such as Western Washington, Central Washington, other
PNW areas .
. We have partnered with Chinook Entertainment for the executlon of live music.
2500 character liniit
Application Questions: Part 3
4l Collaboration
lfyour organization collaborates or has created partnerships with other organizations, groups, or other events,
how is this accomplished?
4.'1 Collaboration *WE PLAN TO PARTNER WITH:
. Local yoga instructors to teach yoga classes .
. Dru Bru Brewery to provide complimentary beer tastings for participants.
. Dru Bru to execute the Rainbow Run 5K
. Various PNW craft vendors to bring craft experiences into the festival.
. Chinook Entertainment to bring in local PNW bands
2500 character linit
4.2 Promoting Local
*EUStness
Describe hour you vlll pronrote lodging eslablishments. restauranls, and business located ir Kittitas Coutrty
N ADDITION TO THE MANY PARTNERSHIPS, the resort enjoys a robust group
conference business that brings in many PNW organizations to the area. Many of
the atlendees of these conferences make return to visits to the area with their
families and friends to attend such events as Harvest Festival, summer concerts,
holiday celebrations and or a weekend visit. A link to the Kitlitas County Website has
been added to our website so vrsitors can be educated on all the recreation Kiititas
County has to offer.
FEATURED COLLABORATIONS SUCH AS:
. Dru Bru
. Sugar + Spoon
. Hope Gallery
. Balloon Art by Hugh
. Face Painting by Allison
. Sundog Henna
. Local Yoga instructors
. Chinook Entertainment
TO PROMOTE LOCAL ESTABLISHMENTS SUNCADIA WLL STRATEGICALLY
PARTNER WITH KEY BUSINESSES INSIDE AND OUTSIDE THE COUNTY SUCH
AS:
. Cle Elum and Roslyn Communities
. Dru Bru
. Heritage Distilling Company
. Sugar + Spoon
25OO character lirnit
ls lhere a host hotel for your evenl or grant prolect? il yes. list the lrotel.
r; No
4.3 Host Hotel*
'ri Yes. :Suncadia Resort
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 *FUTURE PLANS
We hope that eventually this event will gather enough attendance and gather funds
through ticket sales while working with several sponsors so it can be self-sustaining
ln it's infancy, it will need assistance.
2500 character lin;t
Application Questions: ParL 4 ilo'
6l Additional lnformation
Provide any additional informadon which will assist the Lodging Tax Advisory Committee in evaluating your
project and its benefit to tourism.
COVID-19 lnformation lf you had a plarned eveni in 2020 or ?021 whelhe. they vrere able to take place or nol, please describe any
successes and challenges you experienced.
INFORMATION202l INFORMATION: This is a brand-new event so there is na 2021
information to relate back to.
Covid-19 protocols in mind:
. Ouidoor venue for amble room
. Online ticket sales
You |lay upload arry supporliilg doclmer]ls such as graphs. ir]ages. djagrams mgrketing ntalerials. etc.
Suncadia KCT Grant_KALEIDOSCOPE
302.35K8
F ESTIVAL_s u pplemental. pdf
You are allowed lo subtrrit up lo 3 sitrgle page (US Lelter) docurrenis in JPG. PDF or TIFF forntat
7l Previous Lodging Tax Grant lnformation
2500 characler limit
2500 character liinilAdditional lnformation
Supporting Documents
Previous Years
Awarded Lodging Tax
Grants*
Overall Attendnace
Past Actual*
0
Has yoLrr event received Lodging Tax funds iD previous years?
'r) No, this event/pro.ject has not previously received Lodging Tax Funding
) Yes, 'l year previous
r , Yes, 2 yearg previous
; Yes, 3 or more years previous
Projected *
1,500
Number of people travelling more than 50 miles for your event?
Past Actual* Projected *
0 1,300
Number of people traveling from outside WA State for your event?
Past Actual*
0
Projected *
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
Past Actual* Projected *
0 1,300
Number of paid lodging room nights resulting from you event/activitylfacility?
Past Actual *Projected *
500
300
0
Prior Year Paid
Overnight Stay Data
Past Methodology*
Projected
Methodology*
Methodology
Narrative*
1n additron to field atlove. you nray upload lhe evidence lo suppod the ptjor yeats' roortnight jnfotntation.
You rn:ly upload up to three single pages (US Letier). ofinformation. lf you a single rtrulti-page docunrenl. only the
airst lhree pages will be constdered. The follovring for$ats. will be accepied: JPG. POF or l lFF
Wral nrethadoloty did you rrse 10 calctrlate the 20 1 g aclual nrirnbers?
Direct Count (preferred)
i lndirect Count
r Representalive Survey
r lnformal Survey (preferred)
., Structured Estimate
-/: Other Coral Tree Hospitality
Vlhat rnelhodology will you use to calcrrlate the upcoming nurtbers?
' r Direct Count (preferred)
: , lndirect Count
r , Representative Survey
i j lnformal Survey (preferred)
r I Structured Estimate
irlease explain.
As a part of Coral Tree Hospitality, Suncadia Resort utilizes company-wide
instruction and guidance provided to estimate ihe room night increases and we
forecast accordingly.
2500 character linrit
Application Questions: Part 5 .*
8l Funding
Does your organization have, or have you applied for. grant funding from other sources? lf not, why not? lf yes, please list
the funding you have for the project, including any volunteer and in-kind sources in Question 9l Project Budget
Overview.
Funding sources and amounts 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?
Does your organization have. or have you applied for fllnding frotn other sources?
,-.i Yes :r) No
Other Funding*
Explanation *
Funding Shortfalls *
Matching Funds
Percentage
Verification of In-kind
Contributions
Budget Year
Edit if necessary 2019
Past Actual 3
LTAC Grant Funding $ 0.00
All Other Revenues
Account Name PastActual 3
Ticket Sales $ 0.00
li nol. rvhy nol'r
We are currently applying for the LTAC grant.
2500 rharacier lirrrt
Vllral chanqes wrll be rnade if fLrilding ior yolrr.equesl is not availablc .lt reconloter-..jed?
The idea of the Kaletdoscope Festival is to provide those in attendance wilh a
unique, creative and welcoming day to welcome the transition of spring- lf this event
was unable to receive no funding and was unable to happen, the impact on the local
comnrunity, artrsts. vendors and small business would be upsetting. This event
supports many local businesses through the purchase of supplies, performers and
local artists. Without funding, this event would not be possible.
2500 chara?let linlii.
26.79
Yo
lhis lieid !/ill auto till wit,r llr.) co.reci percentage based o[ your ripul ia irudget setljrn l]clo!.r.
9l Project Budget Overview
Please complete budget for this project/proposal. lf your agency operates independently of this project application it may
not be necessary to subrxit the entire agency budget. You must submit a budget which specifically pedains to the
projecUevent for which you are requesting funding and adheres to the basic budget format shown below.
The budget must include anticipated revenues, expenditures, and any potential profit or loss. For projectslevents which are
ongoing for more than one ('1 )year, please also submit actuals from the previous three (3) years of operations (need not
be consecutive) for the project/proposal if applicable.
For any claimed in-kind corrtributions valued at $500 or more and related to marketing/advertising, you must
submit verifying documentatiorr 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 itemizing the matching value and obligaling each
party must be provided.
ATTENTION: In an effort to allow an adequaie 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 ary claitrred ln-kind contrbirlions valLled at $500 or Inore and relaleai lo,rarketiil.ajlddverlisi!L1, yori musl subrtil
vqiiying docunrenlaiior which assures lhe contriirulion lvill be p.ovi.ied.
2020 2021 2022
Revenues From Consolidated Lodging Tax Grant
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
Past Actual 1
$ 0.00
PastActual 1
$ 0.00
Projected
$ 56,000.00
Projected
$ 15000.00
ln-Kind Contributions (except volunteerism)
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
$ 0'00 $ 0'00
Contributions of Volunteer Time
PastActual 3 PastActual 2
Number of Hours
Calculated Value of
Projected Volunteer
Time
$ 0.00
Past Actual 2
$ 0.00
$ 0.00
PastActual 1
Past Actual 1
$ 0.00
PastActual 1
$ 0.00
$ 0.00
Projected
0
Projected
$ 71000.00
Projected
$ 10000.00
$ 3000.00
$ 15000.00
$ 5000.00
$ 7000.00
$ 1500.00
$ 2500.00
$ 7000.00
$ 2000.00
$ 3000.00
Projected
$ 56000.00
Past Actual 3
Revenue Totals $ 0.00
Expenses
Account Name
Stage / sound /
Lights/ backline
Directional signage
to event
Chinook
Entertainment
Marketing
Tents, toilets,
generators, stage
sets, etc.
Talent fees /
speakers / artist
expenses
Onsite event liaison
+ one support staff
Past Actual 3
$ 0.00
$ 0.00
$ 0.00
$ o.oo
$ 0.00
Past Actual 2
$ 0.00
Past Actual 1
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ o.oo
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
Bubbleman, face
painting, henna,
yoga, HOPE Gallery,
rhythmic gymnastics
ribbons
$ 0.00
Medical fees $ 0.00
$ 0.00Transportation (such
as hire of charter
bus)
Past Actual 3
Expense Totals $ 0.00
$ 0.00
$ o.oo
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
Past Actual 2
$ 0.00
Profit & Loss
Past Actual 3 Past Actual 2 Past Actual 1 Projected
$ 0.00
Application Certification
$ 0.00 $ 0.00 $ 15000.00
The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any contract arising
from this application, unlawfully discriminate against any employee, applicant for employment, client, customer, or other
person who might benefit from said contract, by reason of age, race, colot 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 lnstruciions on pages 1 and2 and understands and
will comply with all provisions thereof.
Certified by:
€'xatfua"&dpq/@.
Name*
Applicant's Title*
Camie Stevenson + Phillip Hopper
Swim & Fitness & Resort Events Manager
!t
\
,o,," llll-9
{Rev, Dscembor 2014)
Deoarlment ol ths Tr€asury
lntirnal Revenue Seruico
Request fot TaxPaYet
ldentification Number and Certification
Glve Form to the
requester. Do not
send to the lRS.
does not applY. For modgage
retlrem€nt arrangement (lBA), and
on Iine;llne
{as on your 1Bx
New Suncadia
General lnstructions
, LLC
name, lt dltferent above2cli
d)ort
CL
co
aOrcLoqE
oC
>o
&4E
(,oo,
U'
0){ug,
4 Exemptlons {codas aPPIY only to
certaln dntilies, not Individuals; seo
lnstruotlons on Page 3):
Exempl payee code (if anY)
--*-Fx€mptlon from FATCA rePortlng
code {ir any)
Uppds. lo r.counls fttl^lajnsd oulEldo tte USJ
Requesler's name
Llst account
I/N on page 3.
Nofe. lf the account is in more than one name, see tho lnstruclions for line .l and the chart on page 4 for
guldetlnas on whose number to enter.
Under penaltios of perJury' I certify that:
1 . The number shown on thls form ls my correct taxpayer identlficatlon number (or I am waitlng for a numbor to be issued to meli and
2. I am not subject to backup withholdlng booausel (a) I am oxempt from backup withholdlng, or (b) I have not bean nolifled by tho lnternal Flevenue
sorvtce (lRS) that I am subJoct to backup withhotdrng u" d i.ruii of a faiture to report all inlaresi irr dlvldends, or (c) the IRS has notifled me lhat I am
no longer sublect to backup withholdlng; and
3. lam a U.S. citlzon or oth€r U.S' person (defined below); and
4. The FATCA ooda(s) entered on this form (lf any) Indicatlng that I am exempt from FATCA repoding is correct'
are cunenllY sublect to backuP withholdlng
Certllication instruclions. You must cross out ltom 2 above lf you have been notlfiod bY the
or
IRS that you
transactlons,item 2
bocause You have failod to report all interest and dlvldends on Your tax return, For roal estate
lntelast pald, acqulsltlon or abandonment of secured ProPertY,cancel latlon of debt, contribuilons
other and dividends, You are not required to sign tho certificatlon,but you must provlde your cotrect TlN. S€€ the
3,
Here
(student loan interesl), 10s8-T
to an lndluidual
. Form 1098 (horne mongEge
{tultlon)
Sectlon referenoes ar€ to the lnt6nlal Flevenue Cods unloss otherwlse [oted'
Future developm6nts, lntormatlon about dgvslopm€nts affeotlng Forrn W-s (such
aiiJgtslaUon eiuoted after we release l$ ls at www'irs'gov/frv9'
Purpose of Form
An lndlvldual or antity (Form W-9 requsster) who is requhed.to llle an lnfotmatlon
iii jilir;,,nf iltilnS'niri,t oftatn yourconeci taxpayer ldsntllloatlon number.(IlN)
;#;i; ;;t; 6e vour iooial tu"uritv number (ssNi, i-ndlvldualtaxpsyer identlflcation
il,'.iiiJi rlhr,tl
"a"oiton
tuxpuv"f nentillcation riumber (ATIN), or employer . . .
;d,;;'iiil;iil'ffi-d-;iEri'tf i"'r"pott tn an lnformatlon ioturn lhe.amount pald to
u*.'or-olr"i .*ount iepo'rtaUte bn an inlo/matlon return. Examplas of lnfotmation
ieUlns inolude, but 8/e not Iimlted to, the following:
. Form 1099lNT (lnterest eamed or pald)
. Form 1099-DlV (dlvldends, lncludlng lhose from stock6 or mutual funds)
r Form 1090-Ml$c (various types ol inoome, pflzes' awards, or gtoss prooeeds)
. Form 1099-8 (stock or mutual fund sales and certain other transactlons by
brokers)
o Form 1o99'S (proceeds flom rsal eslate transactlonsl
. Form 1099'K imerchant card and thkd party network transaolions)
. Form 1099-G (canceled debt)
. Form 1 009-A (acqulsition or abandonment of s€cured property)
Use Form W-9 only lf you are a U.S, person (including a resident alien)' to
provlde your eorrect TlN.
tl vou do not telum Fo'm W-g lo ths rcquestet with a TlN, you mlght be subiect
to b'ackup wlthholdtng. SBe Lvhal .ls back,p withholdlng? an page 2'
By slgnlng lhe flll6d-out torm' you:
1, Cerlily that th€ TIN you are glvlng is oorrBot (or you are waltlng lol a number
lo be issued).
2, cedlry ihat you ara not subJect lo backup wilhholding, or
3. Clalm oxempllon from backup wllhholdlng if you aro a U'S' exemptpay6e' lf
".,,-.ii.i6iJ,
uiJ'riieitso certlfving'that as a U.5. parson, your allocable shara ol
.ff i-"ttj,-,jiittlp t.come trom i Uls. trade or buslness ls not sublect to th€
iiit fioiJlni i"i ""
foreign partners' shalo ot offectivoly conneoted lncome, and
4. C€rtitu that FATOA code{s} entared on this form [f any) lndicatlng that you ara
"xumpi
ti.im inu nefCA reporting, ls ooneot. S60 What is FATCA repoding? on
page 2 tor furlher lnformallon.
Other
lndlvldual/sole proprletor
slngle-member LLO
Limlt€d llabllity company'
Note, For a slnqle-member
the lax classilloatlon of the
LLC ihat is disregarded'
slngle-member owner.
box€s:69vgnihsofcheckfollowlngon6forboxtaxlederalclasslficatlonionlyCheck3approprlate
TrusveslatetrsPartnershlponCorporatlonotCotpolationtr
Ps=s P=partnorshlp)taxthe {c=cclasslflcatlon oorpolation,corporatlon,Enter
aboveline lorlnboxlh6cheoknotcheckthedoLLC;appropriate
and apt, or
770 Suncadia Trail
no,)
6 state, and
Cle Elum, WA 98922
social secuilty number
l-t t_ttt
Pad I
number
I 3 1 1 63204
Part ll
Dale >Slgnature ol
U,S. per6on
Cai. No,102S1X FormW-96ev. 1z-2014)
4F
5UNCADIA
RESoRT . Cowt tvtu ttrtv . LEcacv
SU NCADIA KALEIDOSCOPE FESTIVAL
Ap ril 3 0, 2022
APPLICATION FOR 2022 LODGING TAX GRANT
FUNDING HOSPITALITY
SUNCADIA KALEIDOSCOPE FESTIVAL
Ap ril 30, 2022
k
{
#.
{" 1,'.
. f. tt*
jk5urucnore APPLICATION FOR 2022 LODGINC TAX CRANT FUNDING HOSPITALITY' nrsorr,CoMrurrY,lrca<y
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 smallerthan% inch in heightand must be surrounded byappropriate 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 forfull reimbursement. (lf you are using a live logo asthe linkto CWO, please
ensure the hyperlink is shown in the screen capture). The logo must be sized no smaller than1%
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. Advertisi ng 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 vertisins:
L Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at IOO% 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 aItO}% 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 Advertisins:
7. 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 at1,0O% 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 28,2(a) above, advertising may be reimbursed at the rate of 70%of
the total cost, including any production costs.
C. Online Advertisins
L. Online advertising and promotion may be reimbursed at 1-00% 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
L 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. Flve
1'. Flyers or posters which are placed outside of Kittitas County may be reimbursed at L00% of
thecost,includinganyproductioncost. lnordertoreceivereimbursement,alistofthe
locations where flyers or posters were posted outside of Kittitas County, a signed statement
from the contractor that the list is accurate and a copy of the poster/flyer must be provided
along with other required documentation.
2. Banners which are placed inside of Kittitas County may be reimbursed at IOO% of the cost,
including any production costs. ln order to receive reimbursement, the banner cannot list a
specified date or location. Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venue/facility of the event may
be reimbursed at 100% of the cost, including any production costs. ln order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertisins:
L. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed attOO% 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 attOO% of the cost, including any production cost.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 F,2(a) above, advertising may be reimbursed at the rate of 30% of
the 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
atLOO% of cost. ln orderto receive reimbursement, a signed statementfrom 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