HomeMy WebLinkAboutLT-2022-014LT -2022-OT4-VA L LEY TH EATR E
2022 LODGI NG TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND THE LAUGHING HORSE ARTS FOUNDATION d.b.a.
VALLEY MUSICAL THEATRE
This Contract, effective January t, 2022, is made and entered into by and between -
KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and the LAUGHING HORSE
ARTS FOUNDATION D.B.A. VALLEY MUSIC THEATRE ("Contractor"), for the 2022 Mama Mia!
Performance ("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 one thousand eight hundred and seventy five dollars
(S1,875.00) (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 eight
hundred and seventy five dollars (S1,875.00) (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 75,2023 after this date funds lapse.
d. Requests for reimbursements must be submitted to:
2022 County Lodging Tox Funding Agreement Page 7
LT -2022-OT4-VALLEY TH EATR E
Kittitas County Auditor
Attn: Auditor's Accounting
205 West 5'h Ave - Suite 105
Ellensburg, WA 98926
a uditofsaccounting@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 Advertising and Promotion
r Graphic Design
o Health Essentials, Cleaning Supplies and Disposable PPE
o Facility Rental Fees
r Production rentals (set pieces, props, costumes, lights, etc.)
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
fo I lowi ng add ress: http ://www.co. kittitas.wa. us/a ud ito r/defa u lt.aspx
Section 3. Perfo 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. Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b. Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County. ln no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County. lt is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not, therefore, entitled to any benefits provided
employees of the County.
c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now or hereafter in effect, of any governmental
authority (including, but not limited to, such requirements as may be imposed upon the
e
2022 County Lodging Tax Funding Agreement Page 2
LT -2O22-OL4-VA LL EY TH EAT R E
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, lndemnitv. and Hold Harmless
The County assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County, its officers and employees,
agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities,
damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
a
a
a
2022 County Lodging Tox Funding Agreement Page 3
LT -2022-01"4-VAL LEY TH EATR E
any governmental authority; or
a Any breach of or default under this Agreement by Contractor
Section 5. Comoliance h Public Records Law.
ln compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. ln the event a public records request is made to the County for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County shall provide notice to
Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
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 5- I 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 Contracto/s employees
and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is
mutually negotiated by the parties to this Agreement.
Section 7. lnsurance and Endorsements.
The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses
arising out of personal injury (including death) or property damage that may result from
performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
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.
2022 County Lodging Tax Funding Agreement Page 4
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e. Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County as an Additional lnsured and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8. Termination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. ln the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of
the date of the notice of termination.
Section 9. Miscellaneous.
Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
c. Notice for any purpose under this Agreement, except service of process, shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W.
5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by
the County to the Contractor shall be given to the Contractor's address provided on the
signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class,
postage prepaid, certified mail, return receipt requested.
d. The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict, affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
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 togetherwillconstitute one and the same
instrument.
f. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
2022 County Lodging Tax Funding Agreement Page 5
LT -2O22-OL4-VA LL EY TH EATR E
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
violation of any applicable law, ordinance, or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
g. lf any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To
this end, the terms and conditions of this Agreement are declared severable.
h. The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County, State of Washington.
The performance of this Agreement is subject to termination without liability by either party
upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric
Administration, any other agency of the United States Government, or any agency of the
Government of the State of Washington of the occurrence of any circumstance beyond the
control of either party-including, without limitation, acts of God, war, acts of terrorism
within a fifty (50) mile radius of Kittitas County, government regulations, disaster,
pandemic/epidemic illness, strikes or threat of strikes (except that neither party may
terminate this Agreement for situations involving that party's own employees), civil
disorder, or curtailment of transportation facilities-to the extent that such circumstance
makes it illegal , impossible or economically impracticable for the parties to complete the
duties and mutual obligations agreed upon and imposed upon them herein. The ability to
terminate this Agreement without liability pursuant to this paragraph is conditioned upon
delivery of written notice from one party to the other within L0 days of such occurrence or
upon delivery of written notice from one party to the other within 24 hours of the receipt of
notice of the prediction of any of the above occurrences. To the extent feasible within the
constraints imposed by any event of the type described above, the parties agree that if the
triggering event is of apparently or likely transitory effect, the parties may negotiate such
amendments to the agreement that are mutually satisfactory and not otherwise contrary to
law, including but not limited to a change in the dates for completion of any portion or the
entirety of this agreement.
2022 County Lodging Tox Funding Agreement Page 6
LT -2O22-OL4-VALLEY TH EATR E
KITTITAS COUNTY
BOARD OF
Lau
Brett
coMMtsstoNERs
Chair
Vice r
mit Commissioner
CONTRACTOR
IPrint Name]
.^3dh
4t
[Address]
[Telephone]Dffi\ffLM.' lg,nT2-
t,,/U
t"v)1K-,ATTEST
APPROVED AS TO FORM:
Clerk of the Board
Deputy Prosecuting Attorney
2O22 County Lodging Tax Funding Agreement Page 7
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2021 *
Did you altend the Granl Application Workshop - 2021 hosted by the Kitlitas Counly Chartber of Cotrnterce?
rri Yes
'l No
..r) Yes.
I have read and understand Submjltal lnslructions and General lntormalion lor tlte 2021 Lodging t6x Grant Fundinq
Ptocess
Submittal lnstructions
& General
lnformation *
Yoq are strongly encouraged to eomggse your responses to the questions of this form with a desktop tsxt editor
and save your work, then copy and paste the information into the form. You may also save a drafi by selecting the butlon
al the bottom of this page. \Alhen you do this you will be logged out and must log back in to continue. [n order to save a
draft you wilf need to provide an email address and a password. After completing the save draff, you will be redirected to
landing page containing a link to log back into the form. We suggest you save this link as a bookmark. The link will also be
sent to you in an email. For your convenience we have provided a word documeni version of the questions. Download it
here.
Organ ization lnformation
Name of Organization * Laughing Horse Arts Foundaiion dba Valley Musical Theatre
Organization Address * street Address
PO Box 1551
Address Line 2
City
Ellensburg
Postal / Zip Code
98926
Upload Proof of
Organization Status*
Project Contact lnformation
Organization is a: *:.i Business
,o Non-Profit
(Note: Please submit W-9 for business or IRS Designation Letter for non-profii.)
Click here to view sample documents (redacted).
Siale I Province / Region
C0urtry
United States
3.65M8LHAF_50 1 c3_bizLicense. pdf
Acceplable file fornrats include: JPG, PUF or llFF
First Name*
Last Name*
Phone Number*
Email
Jessica Solberg
Black
509-972-6633
valleymusicaltheatre@gmail.com
Project or Event lnformation
ProjecVEvent Name* 2022 Summer Mainstage Musical: Mamma Mia!
Service Categories Check all categories ihat apply to th's application
j Tourism promotion/marketing
,l Operation of a special event designed io attract tourists
' l Operation of a tourism related facility
.: 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*
71712022
ProjecUEvent
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
End Dates
711612022
Morgan Performing Arts Center, 401 E 1st
Ave., Ellensburg. WA 98926
*' Ongoing Projeci/Event (More than four years in existence)
. New Project/Event (Four or fewer years in existence)
$ 2500.00
lf you selected "Ongoing ProjecilEvent" above this amount may not exceed 1 0% of ihe total expense budgei ot this
project,
Funding Request Max
Tourism Seasons*From lhe list below. what season will your prolect enhance toltrism? Selecl any !.1hich epply.
' I Year-round (January - December)
, Off Season (November - February)
, Shoulder Season (October or March - May)
ti High Season (June - September)
Application Questions: Part I
Please ansWer each question completely, in the order listed. Please include any suppoding data within the
response narrative.
1 | ProjecUEvent Description
Please provide a description of your project/event.
Response 1:
ProjecVEvent
Description *
Valley Musical Theatre (VMT). established in 1999, is at the very heart of live
performance in Ellensburg and the Kittitas Valley- We produce four shows per year
which involve the ialents of all age groups - offstage and onstage - for a conrmunity
experience like no other in our valley. Our Summer mainstage production is our
largest play in terms of cast and budget, and we focus on bringing in some of the
most dynamic and popular Broadway musicals, that will draw audiences not only
from Ellensburg and Kittitas County, but frorn the entire Central Washington region.
ln July 2022, VMT is producing "Mamma Mia! lt features ABBA's timeless songs and
remains one of the rnost popular shows to ever hit Broadway. VMT is excited to
bring this production to Fllensburg, with its large cast, non-stop laughs and explosive
dance numbers. lt is a show with wide appeal across generations. This has the
potential to be one ofihe most successful productions we have had in 20+ years.
This event is designed to increase tourism and exposure to performing arls and
build conneciions in our community between bustnesses and audience members.
Part of our mission statement is to further the goals of the Laughing Horse Arts
Foundation and the Chamber of Commerce in developing Ellensburg as a tourist
destination.
These funds will be used wisely to achieve a successful marketing and advertising
campaign, and assist with a portion of facility rental fees for the rehearsals and
performances, health essentials/PPE. and production rentals from other regional
organizations including set pieces, props. costumes, and lighting - without which we
could no;t hold the event.
Our target audiences are ihose who are interested in live theater and the performing
ads. not only in Ellensburg, but in the greater Central Washington region. VMT has
cultivated relationships with Cenkal Washington University and several other
community theaters, including Wenatchee, Moses Lake. Yakima and Leavenworth
for cross-promotion of events.
Our intention is to execute this plan through social media marketing such as online
Facebook ads, online banner ads on local community and regional websites, print
ads, posters and yard signs, video and radio advertisemenls, and at other VMT and
community activities throughout the year.
2500 f,!arader l[ni1
Video Link P'ease provide its littk lo a briel vitlito suilrnary ol you organization's evenl,ilroled. /ou f,,1US"i be presenl ai the
Q&A nreeling in Novernber lo qualily for fulrding.
https.//youtu. be/NwfHi l ioN Fs
List of lntended Use of Funds*
Advertising and Promotion
Graphic Design
Health Essentials, Cleaning Supplies and Disposable
PPE
Facility Rental Fees
Production rentals (set pieces, props, costumes,
lights, etc.)
2l Supporting Kittitas County as a tourism destination
1. Away from iheir place of residence or business and staying overnight in paid accomnrodations;
2. To a place fifty miles or more away from their place of residence or business for the day or staying overnight;
3. or from another country or state outside of their place of residence or business.
You must provide the evidence utilized in determining your projections.
Response 2.1 *'l,hy would tourists travel lo Kitlltas County to atlend your event/aciivjty/facilily'a
The Summer mainstage production is a two to three-hour event starting at 7:00 PM
and is held over iwo weekends in the summer when families are more likely to travel
- each of these factors encourages people traveling from over 50 miles to stay
locally for the night either at hotels or with family and friends. Although difficult to
quantify, attendees of our summer produclion that stay overnight in hotels/motels
also purchase meals, gas, and shop in local stores while here.
We are actively working with Hotel Windrow. Best Western, Red Lion and other local
hotels to create "stay and see a play" packages for these two weekends in July, that
the hotels will be able to advertise in advance.
Tourists will attend because of the show itself. The popularity of Mamma Mia - both
as a Broadway show and as a musical, and featuring hit songs of 1970's group
ABBA, has engendered a wide fan base. Mamnra Mia! is set on a colorful Greek
island, and the plot tells the story of Sophie Sheridan, a 20-year-old who lives with
her mother, Donna. in her mother's inn on the island. She is about to be married and
wishes for only one thing: that her father walk her down the aisle and give her away.
The only problem is that she doesn'l know who her father is, and her mother won't
discuss it with her. After she finds her mom's diary from the year she was born, she
invites three men who could possibly be that man. All three show up and mayhem
ENSUES.
Additionally, the larger the cast/crew of a production, the more family and friends
come to visit to see the production. The cast and crew of Mamma Mia is expected to
be between 30-50 people and is expected to draw on college student talent as well
as locals. li is not unreasonable to assume that these personal irrvitations (especially
from college students who are not local). will generate 100+ tickets. These
attendees may come for just dinner and the show, or stay with friends while in town,
but generate revenue at our grocery stores, gas slations. etc.
Out of state visitors are most likely to be friends and family personally invited to
attend the production. as well as businesslpleasure travelers in town for other
events and looking for entertainment options.
2500 cha.Ecler li!nit
Response 2.2*
Application Questions'. P arl 2
Describe lhe prior success oi your eventlactivityffaciljty itr atlractio[ toLtrisis.
Past summer productions typically average 160-250 attendees per perforrnance,
and 1200 for the full production run of 6-7 performances.
As of the lall ot 2020, all of our tickets sales are online which allows us to have
contact info and much more accurate data after the event as to where patrons
attend from. Our prior years' data collection was not focused on identifying tourisis,
so is more limited, but it does allow us to nrake conservative estimates.
While we did produce a small show in July 2021 (Greater Tuna), this was noi
performed in our typical mainstage venue which seats 700+ people and did not have
our typical attendance numbers for a mainstage summer show. Due to Covid-19
restrictions, we focused our promotions locally this year as well, whereas for
Mamma Mia our intent is to advertise much ntore widely. Even without any focused
tourism promotion this year. 8.5% of oLrr attendees came from more than 50 miles
away to see the production.
Because 2021 was a unique year. we are using data from 2019, which was the most
comparable production to what we expect for 2022. See data below (see
supplemental attachment for detailed ticket locations):
Location breakdown 2019 Online Ticket Sales for Music Man - (204 out of '1206 total
tickets were sold online):
Kittitas County = 57.8%
Central/Eastern Washington - 1 8.6ok
Weslern Washington = 18.6%
Out of state = 4.9%
We've averaged 1200 attendees in 2019 and 2018 and expect that next year will
tncrease. While we did not conduct a survey of ticket holders who purchased at the
door or the local bookstore, we do know that 29.9% of online ticket purchases to our
201 9 show came from over 50 miles away. We can also tell thal34ok of visitors to
our website during the rronth preceding the event come from 50+ miles away.
Considering that many locals purchase tickets for out-of-town family/friends. we
estimated conservatively lhal2}ol, of overall tickets sold were sold to people who
traveled
50+ miles (approx. 240 individuals).
lf 30% of these stay in hotelslmotels that would be approximately 72 overnight stays
as a result of this event.
Using the calculation method described in response 2.1 we would estimate of the
240 visitors traveling more than 50 miles. 35% would visit for the day only, and 35%
would stay overnight or for the weekend in a private home with friends and family.
Asseenaboveinresponse2.l ,4.9o/o of onlinetickelssold at2019 eventwerefrom
out of state. This seems likely to remain ihe same.
2500 characte. liilit
3l lmpact
Response 3:
Measuring Results*
Describe lrolv you rvill prornole your evenl/activily;facility to atlracl tourists.
Target Facebook and social media ads to the greater Central Washington region
Work collaboratively with other community / semiprofessional theaters in the region
to promote the event
Advertise the event regionally (with a focus on Chelan, Yakima, Grant and King
Counties) at appropriate venues (which may include online community boards, radio
ads, displays at events or venues. or other rnarketing opportunities as appropriate).
Link to the County Tourism Website
Link to the Chamber of Commerce & purchase an ad banner on the chamber
website
Add event to the local 2022 visitors guide
Use branding logo, fonts and creditthe support received on ourwebsite, Facebook
page, etc.
Link to county accommodations
Develop "packages" with local businesses - i.e. restaurants, hotels for "dinner and a
play" or a "weekend stay and play" to encourage more overnight guests.
250U character limit
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 work collaboratively within the Laughing Horse Arts Foundation with other
entities such as Central Washington University, local school districts. and other
community and semiprofessional theaters in the area to promote the goal of
producing musical theater events. For instance. in past productions we have
borrowed set and costume pieces from other community theaters in Wenatchee and
Leavenworth, and in turn have rented our propslsets/costumes out to other theaters.
We work with and continue to develop our relationship with CWU's Music. Theater
and Film departments, and the Ellensburg School District, many faculiy members
have donated their time and efforts behind the scenes and performed in our shows.
Laughing Horse Arts Foundation has several sub-organizations. in Ellensburg and
Cle Elum, and we cross-promote activities and events, and even collaborate for
resources if needed for a production. All of our aciors/performers volunieer their time
to rehearse and perform the shows, as well as backstage crew, set builders,
costumers. and hair/makeup helpers who volunteer their time to make sure the show
looks and runs smoothly.
One of the results with the pandemic is that we had to find alternative theatrical
venues in our comnrunity. The two main theatres available in Ellensburg are located
in public buildings, which were closed for the majority of the last year and a half.
One of our proud successes is that we created new partnerships with local
businesses and local organizations including the Clymer Museum and Foundation,
and Hotel Windrow to utilize non{raditional spaces and ballrooms for theatrical
performances. We look forward to continuing these partnerships"
2500 characler liilit
4.2 Promoting Local
Business *
Describe holv you will promote lodgjng eslablishnrents. restailrants ard b[siness located in Kittitas County
As indicated above, we are actively working with hotels in Ellensburg to create "stay
and see a play" packages for the two July weekends of the production. We are also
explorirrg Pre-Fixe menus with a few local restaurants that might offer either a deal
for dinner during the performance run, or a special Greek themed meal to theatre
patrons who show their ticket.
ln the past two years. we revanrped our business sponsorship offerings and are
actively pursuing show sponsorship and advertising oppodunities for local
businesses. We have several lined up for this production already. These
opportunities give local businesses ad access and acknowledgement in our show
programs, e-newsletter, and promoiional materrals-
2500 character linil
4.3 Host Hotel*ls lhere a hosl hotel for your evenl or gretrt prciecl? li yes. list the holel.
P, NO
Yes.
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 a non-profit arts organization. we are primarily funded by individual donations
and by production revenue. ln the past two years, we have seen steady increases in
our fundraising efforts which helped us to weather the pandemic. We expect this
trend to continue as we return to more normal productions in the next year.
We plan to nrore heavily promote the event and ticket sales through social media,
website and local advertising.
As a community theater, one of our goals is to keep the ticket price low enough to
make attending more accessible to the broader community including seniors and
students; but raising ticket prices down the line is not out of the question - especially
if theatrical royalties and facility rental costs continue to rise.
As an organization. we have made some stlategic technology purchases (lights,
speakers. drapes) that would allow us to perform more easily in aiternative venues.
This in turn allows us to be a more mobile community theatre and helps us to lower
our rental/technology costs for future productions.
And, as indicated above, by actively pursuing nrore business advertising and
sponsorships, we hope to build a better base of repeat business customers, and
more reliable streams of income for our productions in general.
2500 characlEr lirrit
Application Questions: Part 4
6l Additional lnformation
Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your
project and its benefit to tourism.
COVID-19 lnfOfmatiOn lf you had a planned eveni an 2020 or 2021. lvhelher tirey were able lo iake place or nol. please describe any
success-as and challelges yoal experienced.
The pandemic upended all our production plans last year, and even through the
beginning of 2A21 . We had already invested close to $3400 in royalties to secure the
rights to produce this extremely popular Broadway show, Mamma Mia, so our focus
has always been on finding a way to reschedule this production versus canceling it
outright. With a cast and crew of 30+, live band of 10 musicians, and extensive sets
and costume needs, ihis show requires our biggest mainstage to do it.justice, and
the opportunity for the largest audience to recoup the costs of putting on the show.
Audience and per-formance related restrictions necessitated the rescheduling of ihe
original event from July 2020 to July 2021 . But in early January, with updates at the
local and state level, it was clear that many of the restrictions would be in place until
June or July ol 2A21 . That would hamper our audition and 6-week rehearsal
schedule and limit our audience size to the point where it wasn't financialiy feasrble
to break even. We made the decision to move our two-person winter play (Greater
Tuna) to the summer slot so that we could accommodate smaller cast and audience
sizes. The company that owns the royalties almost didn't let us reschedule the show
far 2022, because a National Tour of the show will be starting, and we faced the
prospect of cancelling this beloved show completely. Only to turn around and have
the rights be resiored two weeks laler. 2022 is our last chance io produce Mamma
Mia for the foreseeable future, and we are determined to make it happen.
Our Board of Directors has had to make tough decisions and it reviewed, revised,
and drafted VMT policies for auditions and rehearsals, cleaning procedures,
mitigating healih risks for audiences. and cancellation policies based on the CDC.
State and local guidelines. VMT got creative wilh our fundraising as well, moving our
auction online. We also explored new technologies ihat would allow us to stream
peformances and successfully held three virtual events in 2O2A. the "No Show".
"Songs of Hope - Cabaret", and "Noel: An Elegant Evening of Music and Poetry."
ln 2021 , we are proud that we were able to produce our Rising Star production for
youth (The Phantom Tollbooth) this spring, our two-man comedy of Greater Tuna
this summer; and this November will be our first dinner lheatre/cabaret style event,
Cabernet Cabaret. We've been able to successfully adapt these productions this
year to meet the changing health guidelines.
2500 character liryril
Additional lnformation As much as the virtual events helped our small non-profit organization to survive -
when many other theatres shuttered conrpletely, it is not the same as being able to
hold a live theatrical event. There is something vital that happens when a group of
diverse people come together to work on a creative project. There is an almost
cathariic release for audience patrons experiencing live theatre. lt helps us to look at
our world in new ways, laugh, ponder our lives, process emotions. and join together
as a community. And the theatre patrons give their energy back to the actors. lt is a
symbiotic relationship that transports the actor and audience menrber to another
wodd for a brief period of time. I was struck by how eager our audiences were this
spring and summer to enjoy the full experience of live theatre. We had several sell-
out performances. and every performance there were huge cheers just for the
opportunity to meet back in person. lt reminds us of how vital the ads are, especially
in times of crisis to help us all survive.
As Ellensburg's primary community theater company, we aspire io provide positive
experiences for Ellensburg families - from our "Rising Stars" productions that provide
a creative outlet specifically for middle school students and teens. to our Summer
Mainstage show that provides opportunities for both adults and children (often being
parents and their kids), and are ever finding ways of expanding or theatrical choices,
including non-musical productions. and even dinner theatre. Our youth develop a
passion for live performances that comes with the opportunlty to feel the warmth of
the stage lights on their faces and the camaraderie of an ensemble of players. Our
adults get to have an outlet for their creativity that they cannot typically find in their
usual daily lives and work together with others in the community whom othenvise
they might never cross paths.
2500 char acter linril
SUppOfting DOCUmentS YoLr nay rpload arly sripporlinq docualerts sLrclr as graphs im?.Jes. di"0ranrs,.nsrketirlE oate.ials. etc.
VMT-WebsiteScreenshot2020.jpg 52.68K8
You are alloired lo silbnril up to 3 sintle page {US Lelleri docurrenis in JPG PDF or i IFF lormat
7l Previous Lodging Tax Grant lnformation
Previous Years
Awarded Lodging Tax
Grants*
Overall Attendnace
Past Actual*
1,206
l las your evoIt recerv--d l"rriginq Tax i|nds tn f]tevioL's years?
No, this event/project has not previously received Lodging Tax Funding
: Yes, 1 year previous
'*r Yes, 2years previous
Yes, 3 or more years previous
Projected *
1.500
Number of people travelling more than 50 miles for your event?
Past Actual* Projected *
244 300
Number of people traveling from outside WA State for your event?
Past Actual* Projected *
12 15
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
Past Actual* Projected *
72 90
Number of paid lodging room nights resulting fiom you eventlactivityifacility?
Past Actual* Projected *
46 58
Prior Year Paid
Overnight Stay Data
Past Methodology*
Projected
Methodology*
Itr addition lo lield above yoil may upload lhe evidence lo s(pport lhe prior years' room/right itforntation.
201 9-TheMusicMan-TicketSales.pdf 428.38K8
Yotl may upload up to three si8gle pages (US Lelter), of information. It you a single trulti-page docurtent. only the
first three pages will be considered. The following toinats. lvill be accepted: JPG, PDF or TIFF
t^trat melhodolocy did yori use io calculate the 20Jg actual numbers?
L-i Direct Count (preferred)
i I lndirect Count
r.: Representative Survey
,, ] lnformal Survey {preferred)
ri,l Structured Estimate
i I Other
VVhat methodology will you ilse to calcdate the upcoming numbers?
?j Direct Count {preferred)
i...1 lndirect Count
'--; Representative Survey
i*-l lnformal Survey (preferred)
;.ri Structured Estimate
i,.] Other
I
Methodology
Narrative *
Application Questions. Part 5
Please explain.
Prior Year Paid Overnight Stay Data
Overnight stays for the 2019 production of Music Man, were calculated based upon
20% of total event attendees (240 individuals) traveling over 50 miles (response
2.2), and by using spending and accommodation tables and2017 data from Dean
Runyan Repori:
Day visitors (35%). 84 x $45/person = $3,780
Overnight (30%) (Hotel/Mofel).72 x $187/person = $'l 3,464
Overnight (35%) (Private Home): 84 x $57/person per trip = $4.766
Of those staying in hotel/motel accommodations. the average party size is 2.5
people, and they stay an average of 1 .6 nights. 72 people I 2.5 = 28.8 x 1 .6 nights =
46 paid lodging room nights
FUTURE METHODOLOGY
We utilize a new ticketing platform for all of our productions that includes reporting of
tickets purchased by zipcode. While we recognize that some local attendees will
purchase lickets on behalf of oulof-town family and friends, this report allows us to
get a much more accurate idea of the number of attendees coming from cities thal
are 50+ miles away.
We will supplement this information with an audience survey form jnserted into each
playbill and collected at performances. This survey will ask questions to help us
better track where attendees are from and whether or not they stayed in a motel or
with friends/family.
Offering a contesVprizes for returned suiveys
Ticket information
Google and website Analytics and Tracking
Social Media Campaigns and Ads
Coordinate with local restaurants, shops or hotels to set up specials
25011 .Jrrracter linrit
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-kihd sources in Question 9l Project Budget
Overview.
Funding sources and amounts which have not yel 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 your organizatios have. or have you applied for lunding fronl other sorrrccs?
a, Yes ' .' No
Funding for which you have applied but not yet secured
Funding Source
Business Sponsorship - Costumes
Business Sponsorship - Performance Night
Business Sponsorship - Premier sponsor
Amount
$ 1,000.00
$ 2,000.00
$ 5,000.00
Funding Shortfalls*
Matching Funds
Percentage
Verification of ln-kind
Contributions
Budget Year
Edit if necessary 2017
Past Actual 3
LTAC Grant Funding $ 0.00
\r\h:rl charges will be made il fundiltg for your re.luest is not itvailable or tecorllnended l
The best answer to the question above is partly. Valley Musical Theater also holds a
fall fundraiser every year, the proceeds ofwhich help support the costs offuture
productions, including the Summer Mainstage Production. This production and
fundraiser will be held November 13.2021 .
There will also be a donation drive in Decetnber/January.
We are also pursuing individual performance and production sponsors in the
business community. Those production sponsorships range from $1000 - $5000
each; we cannot list businesses we are pursuing these sponsorships with until
contracts are signed. Lastly, while we have received other grants in 2021 , they are
earmarked for other expenses and productions.
lf we have a funding shortfall, we might have to cut back on the number of
perforrrances offered, or significantly raise the general admission rate. ln past years
our advertising budget has been small and we have been dependent upon word of
mouth and volunteers to help promote the eveni. We are planning broader
advedising with the goal of attracting out of town visitors ts the event, nrany of these
ideas are outside our normal budget and we would have to re-evaluate if the project
was not funded. and likely scale back on these promotions.
2500 .lraracler lirnit.
1231 .60
Yo
This lield s/ll arto lill v/ilh lhe correcl percelrt,rc,e birsed on yoir inprit lo bLralr:lel sealion belo\,/.
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 submit the entire agency budget. You must submit a budget which specifically pertains to the
projectlevent for which you are requesting funding and adheres to the basic budget forrnat shown below.
The budget must include anticipated revenues, expenditures, and any potential profit or loss. Forprojects/events which are
ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operaitons (need not
be consecutive) for the projectlproposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to rnarketingladvertising, you must
submit verifying documentation which assures the corrtribution will be provided. For instance, if you are claiming in-
kind coniributions in the form of advedising 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 claimed iB-kird cont.ibutio[s 'ralued al S50C or n]ore and r€lated lo fiarketirqtadvertising. you rltUit r!rbfiril
'reriiiing.|lcurnentaiion ?/hich assuaes lhc colttribL.iliorl eJill be provided.
2018 2019 2022
Revenues From Consolidated Lodging Tax Grant
Past Actual 2
$ 0.00
PastActual 1
$ 0.00
Projected
$ 2,500.00
All Other Revenues
Account Name
Ticket Sales
Donations (at door)
Ad Sales
Concessions
Cast T-shirts/Kits
Business Show
Sponsorships
LTAC Grant Funding
2020
Past Actual 3
$ 6028.00
$ o.oo
$ o.oo
$ 1410.00
$ 0.00
$ 0.00
Past Actual 2
$ 14815.00
$ 700.00
$ 0.00
$ 1345.00
$ 0.00
$ 0.00
Past Actual 2
$ 250.00
$ 500.00
$ 250.00
Past Actual 1
$ 18090.00
$ 814.00
$ 370.00
$ 1342.00
$ 1115.00
$ 0.00
$ 0.00
Past Actual 1
$ 300.00
$ 600.00
$ 250.00
PastActual 1
$ 4155.00
Projected
$ 2257s.00
$ 200.00
$ 500.00
$ 1300.00
$ 1115.00
$ 2000.00
$ 2100.00
Projected
$ 350.00
$ 400.00
$ 250.00
Projected
3.070
Projected
$ 136903.00
Projected
$ 4600.00
$ 0.00 $ 0.00
ln-Kind Contributions (except volunteerism)
Contributions of Volunteer Time
PastActual 3 PastActual 2
Number of Hours 897 2J00
Account Name
Costuming
Props/Sets
Other (Dry Cleaning,
etc.)
Expenses
Account Name
Royalties/Scripts/Sc
ores
Past Actual 3
$ 0.00
$ 0.00
$ 0.00
Past Actual 3
$ 2391.00
Past Actual 2
$ 17860.00
PastActual 1
2,262
PastActual 1
$ 22881.00
Evidence of Volunteer
Contributions *
Calculated Value of
Projected Volunteer
Time
Past Actual 3
Revenue Totals $ 7438.00
Please upload a single file lvhich oflers evidence is suppo* o{ the projecled volunteer holrs.
VMT Volunteer Hours Documentation.pdf 412.72K8
$ 103,613.00
Past Actual 2
$ 3460.00
Contract Labor
(Producer, Director,
and Design leads)
$ 2800.00 $ 4400.00 $ 3905.00 $ 4200.00
Contract Labor
(Music Director,
Conductor,
Musicians)
Production
Expenses
(Props/Sets/Costum
es/Hair & Makeup
etc.)
Facility Rental $ 793.00
$ 179.00Lighting/SoundA/ide
o Rental
Printing $ 572.00
$ 16.00Advertising (such as
print ads, social
media, radio, etc.)
Credit Card/Ticket
fees
$ 49.00
Sales Tax $ 0.00
$ 0.00
$ 0.00
T-shirts/Makeup Kits
Health
Essentials/PPE
Concessions/Cast
Refreshments
$ 204.00
Past Actual 3
Expense Totals $ 9430.00
Profit & Loss
Past Actual 3
$ -1992.00
$ 1500.00 $ 3000.00 $ 4700.00 $ 2100.00
$ 926.00 $ 2654.00 $ 2435.00 $ 3500.00
$ 2321.00
$ 11e.00
$ 498.00
$ 736.00
$ 126.00
$ 0.00
$ 0.00
$ 0.00
Past Actual 2
$ 17599.00
Past Actual 2
$ 261.00
$ 5152.00
$ 234.00
$ 400.00
$ 998.00
$ 189.00
$ 0.00
$ 1115.00
$ 0.00
PastActual 1
$ 23392.00
PastActual 1
$ -s11 .00
$ s200.00
$ 2150.00
$ s00.00
$ 1000.00
$ 100.00
$ 1000.00
$ 1115.00
$ 200.00
$ 300.00
Projected
$ 25965.00
Projected
$ 110938.00
$ 285.00 $ 109.00
Application Certification
The applicant here certifies and affirms: 1. That it does not now nor will it during the performance of any contract arising
from this application. unlawfully discriminate against any employee, applicant for employment, client, cusiomer, or other
person who nright benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, sexual
orientation, creed, place of birih, or disability; 2. That it will abide by all relevant local, state and federal laws and
regulations and: 3. That it has read the information contained in the lnstructions on pages 1 and2 and understands and
will comply with all provisions thereof.
Certified by:
&rdrlerszdetgEhe
Name*
Applicant's Title*
Jessica Solberg Black
Executive Direcior
lntemat Revenue $ervice
Date: April 11,2003
Laughing Horse Arts Foundation
P.O. Box 214
Ellensburg, \ lA 95926-QZ14
Dear Sir:
Department of the Treasury
F. O, tsox 2508
Cincinnati, OH 4$?S"?
Person to Contact:
Ronnie Clemons
Customer Service Representative
Tol! Free Telepfrone Number:
8:00 am. to 6130 p"rn^ EST
877-829-55A0
Fax Nurnber:
513.263-3756
Federal ldentlfiEation Nurnber:
e1-121 1 173
Tttis is. in response !o youl Certificate Of Amendment, filed..luly 6, 1g9g, in t're State of Washington,changing the organization's name from Ellensburg Summer Ttieaier Foundation, to the above j* fsiea.
Our records indicate that a determinatiol lgtter issued in July 1984, granted your organization exemptionfrom federal income tax under section 501(cx3) of the lntemal Revenue code. lhat letter is stili in effect,
tsased an information subsequently submitied, we ctassifted your organization a$ one that is not a privatefoundation within fre meaning of section 5o9(a) of the Code Lecause it is an organization described insections 509(ali1) and 120(b)(lXAXvi).
This classification was based on ihe assumption that your organization's operations would continue as stdtedin &e application. lf your arganization's sources of sr.rbport, or its character, rnethod of operations, orpurposes have changed" please let us know so we can consider the effect of the change on the exernptstatus and foundation status of your organization.
Your organization is required to file Form gg0, Relurn of Organization Enemptfrom l*come Tax, only if itsgross receipts each year are normally more than $25,000- lf a rettrm is required, it must be filed byihe 15thday of the fifih monfi after tfre end oi the organization's ar,rngal accounting period. T:he law imposes apenalty of $2O a day, up to a maximum of $10,000, nrhen a retlm is filed liie, unless there is reasonablecause for the delay.
All exempt organizations (unless specifically excluded) are liable fortaxes under the Federal lnsuranceGontributions Act {social se_cullty tixes} on remuneradon CIf $100 or more paid to each employee during acalendar year" Your organization i* not liable for the tax imposed under the Federa! Unernplo-yment iax Act(FUTA).
organizations that are not privaie foundations are not subiect to the excise taxes under chapter 42 of theCcde. However, these organizations are not autornaticalli exempt from otherfederal excise taxes.
Donors may deduct contributions to your organiaation as prcrvided in section 170 of the csde. Bequests,legacies, devises, transfet$, or gifts to your organization or for its use are deductible forfederal estata andgift tax purposes if they meet the applicable provisions of sections 2055, ?106, and 2522of the code.
-2-
Laughing Horse Arts Foundation
91-1211173
your organization is not required to file federal incorne tax retums unless it is subject to the tax on unrelated
busineJs income under.section 511 of the Code. lf your organization is subject to this tax. it must file an
inlome tax refum on the Form gg0-T, Exempt€rganization Business lncsme Tax Return. ln this letter, we
are not determining whether any of your organization's present or proposed activities are unrelated trade or
business as defined in sestion 513 of the Code.
The lars requires ygu to make your organization's annual r€tum available for public inspection without cnarge
for three years after the due date of the refum- lf your organization had a copy of its application for
recognition of exernption on July 15, 198?, it is also required to make available for public inspection a copy of
the &emption application, any iupporting documents and the exemption letter to any individualwho requesis
such documents in person or in writing. You can charge only a reasonable fee for reproduction and actual
postage costs for the-copied materiels. The law does not require you to provide copies of public inspeetion
docgme*ts that are widely available, such as by posting them cn the lnternet {World Wide Web}. You may
be liable for a penalty of $2O a day for each day you do not rnake these docurnents available for public
:-inspectien-{up-to*+naXi@ case of an anrutalretum}, _-.-
Because this letter could help resolve any questions about your organization's exempt status and foundation
st&h.rs, you should keep it with the organizalions permanent rccords
lf you have any questions, please call us at the telephone number shown in the heading of this letter.
This letter affirms your organization's exempt status.
$ince*ily,
/-,
John E. Ricketts, Director, TFJGE
Customer Acrsunt Services
BUSINESS LJCENSE
sTATE OF
WASHINCTON
Donestic Nonprofit Conporation
LAUGHING HORSE ARTS FOUNIIATION
106 W gTH AVE
ELLENSBURC UA 989?6
REGISTERED TRADE NAI{ES:
ESULET FRODUCTIOI'IS
CENTRAL IIASHINcTON DANCE ENSEHBLE
CLASSIC$ II,I ELLENSBURG
ELLENSBURG COMMUNITY RADIO
ELLENSBURG FILM FEST{VAL
JAZZ IN THE UALLEY
KAIROS CHAMBER MUSIC FESTIUAL
LAUGHIIIG HORSE SUMHER THEATRE
LAUG}IING HORSE VOUTH ORCHESTRA FESTIVAL
VALLEY HUSICAL THEATER
VISTA CHAI4BER ENSEMBLE PLAYERS
This dacumertt liits the cndorsements.and licensas aulhorir^ed ior lhe hrsinesc
narncd
was {:omplete. trile. rn(l
conducted all applir-ahle and city regulations.
Unified Business III *r 600 634 747
Business ID S: I
l)i.ector, Departrreht of rRcve*ile
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Brown Paper Tickets- Ticket Holders Demographic Data
Valley Musical Theatre's: THE MUSIC MAN
Row Labels
CA
cgunt of lhipping city
3
Burbank
MT
3 Kittitas County:
Central/Eastern WA
Western WA:
Out of State:
Tota l:
o//o
57.8%
t8.6%
L8.6%
4.9%
too.o%
1"
t
L94
4
4
2
2
204
7/s/2}7e 7/6/2O!s 7/7/2OL9 7llrl2\Ls 7/t2/2}rs 7lL3/20ts TOTATS
#
118
38
38
10
204
Dillon
WA
Bellevue
Bonney Lake
Bothell
Cle Elum
coupeville
Edmonds
Ellensburg
Ellensburg
Ephrata
Everett
Kennewick
Kittitas
Lynnwood
Malaga
Moses Lake
Mt Vernon
North Bend
Port Townsend
Richland
Roslyn
Seattle
Selah
Sumner
Tacoma
Vantage
Wapato
Wenatchee
West Richland
Yakima
Yakima
WI
2
4
4
7
2
2
95
8
2
4
L
3
t
2
2
2
7
3
t
4
4
1-
t
2
7
2
2
t
27
3
Hartland
FL"ltl _
- r-qlgs-
Grand Total
Tickets Sold
Jerrol's Bookstore
At the Door
BPT - Online
46
113
20
42
101
58
53
97
48
40 90 55
t48
44
326
675
204
tL6
27
ro7
13
t79 20!L92 160 227 247 1206
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VMT. SUMMER MAINSTAGE PRODUCTION
VOTUNTEER HOUR EREAKDOWN
ofprojectedvolunteertime S30.46lhr S27,323 3t.72/tu s66,612 74,69r
(Actorsestimate:3hrsrehearsalx4daysperweekfor6weeks=T2hourseach+3hrsperperformancexTperformances=2lhours.Total=93)
Calculated Value of projected volunteer time (WA 2020 Volunteer Time value S33.75/hr
https:,//i nd epend entsector. orq,/wp-conten t/u pl oads/20 1B/04/Va I u e-of-Vol u nteer-Ti m e,bv-5tate-200 1-2020. odf
103,613
2077 2022- PROIECTED20L82079
f ool #hours Total I I gppl fhours Total I I #ppl Shours Total I I #opl #hours Total
Actors 4 93 372ll1s 93 1395 I I 18 93 !614 I I 2s 93 2325
set builders 10 6 60 ll 10 6 50 ll 13 6 78 ll 10 10 100
set Lead builders/artists 3 15 45 ll 3 15 4s ll 3 15 4s ll 3 15 45
Costumers 6 15 90 ll e 30 270119 15 135119 30 270
HairlMakeuD 5 10 s0 ll s 10 s0 ll s 10 s0 ll s 10 50
BackstaFe Crew 8 20 160 ll 8 20 160 ll 8 20 160 ll 8 20 160
Front of House crew 6 20 r20ll6 20 120 ll 6 20 720 ll 6 20 I20
TOTALVOLUNTEER HOURS ae7 ll 2100 I I 2262 I I 3070
Brown Paper Tickets- Ticket Holders Demographic Data
Valley Musical Theatre's: THE MUSIC MAN
ng-Jflelf qg*un! oJlllgping city
cA3
Burbank
MT
Dillon
WA
#
118
38
38
10
204
3
1
t
Kittitas County:
Central/Eastern WA:
Western WA:
Out of State:
Total:
/o
57.8%
78.6%
78.6%
4.9%
100.0%Bellevue
Bonney Lake
Bothell
Cle Elum
coupeville
Edmonds
Ellensburg
Ellensburg
Ephrata
Everett
Kennewick
Kittitas
Lynnwood
Malaga
Moses Lake
Mt Vernon
North Bend
Port Townsend
Richland
Roslyn
Seattle
Selah
Sumner
Tacoma
Vantage
Wapato
Wenatchee
West Richland
Yakima
Yakima
WI
L94
2
204
7/s/2}ts 7/6/2O7e 7/7/2OLs 7/!t/2OLs 7/12/2O7e 7/t3/2}!s TOTATS
2
4
4
7
2
2
95
8
2
4
7
3
!
2
2
2
7
3
7
4
4
L
t
2
L
2
2
1
2L
3
4
Hartland
(blank)
4
2
Tokyo
Grand Total
Tickets Sold
Jerrol's Bookstore
At the Door
BPT - Online
46
113
20
42
101
58
53
91
48
40 90
116
2L
to7
13
55
748
44
326
676
204
179 207 L92 160 227 247 1206
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 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 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. Adve 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 ng:
L. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed atIOO% of the cost, including any production costs. To
operate exclusively outside of Kittitas County, the provider must not be physically located in
the County and/or not distribute any media within the County.
2. Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 10 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, (2)(a) above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Television Advertisine:
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(al above, advertising may be reimbursed at the rate of 70% of
the total cost, including any production costs.
C. Online Advertisins
7. Online advertising and promotion may be reimbursed at L00% of the cost, including any
production cost.
2. Streamed media (radio, television, other) requests for reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County. Reimbursements will be allowed for the percentage distributed
outside of Kittitas County, including any production costs.
D. Di 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. Flvers/Posters:
L. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% 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 IOOYo of the cost,
including any production costs. ln order to receive reimbursement, the banner cannot list a
specified date or location. Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venue/facility of the event may
be reimbursed at 100% of the cost, including any production costs. ln order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertising:
L. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at IO0% of the cost, including any production cost.
2. Radio advertising placed with any media provider located inside of Kittitas County may be
reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed atIOO% of the cost, including any production cost.
b. For seasonal or year-round events, or for date-specific events outside of the time-
fra me in Section 2 F,2(al above, advertising may be reimbursed at the rate of 30% of
the total cost, including any production costs.
G. Operation Reimbursement:
1,. Operation costs may be reimbursed IOO% of the paid invoice cost. ln order to receive
reimbursement operations invoice must an approved cost from the Consolidated Lodging
Tax committee members list. lnvoice provided must include notation of payment with proof
of payment.
2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed
al LOO% of cost. ln order to receive reimbursement, a signed statement from the receiver
along with other required documentation. Mileage reimbursement subject to IRS mileage
reimbursement rates which may change annually.
3. ltems not eligible for reimbursement:
a. Salaries of employees
b. Capitol purchases- any item with 3+ years life and over 55,000.c. Licenses, permits, insurance, or credit card fees