HomeMy WebLinkAboutLT-2022-008-Cowboy CrossLT-2022-008-COWBOY CROSS
2022 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND WEBB EVENTS tLC
This Contract, effective January l, 2A22, is made and entered into by and between -
KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and WEBB EVENTS LLC
("Contractor"), for the 2022 Cowboy Cross ("Event").
WHEREAS, the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NoW THEREFORE, in consideration of the terms and conditions contained herein, or
attached and incorporated and made a part hereof, the County and the Contractor mutually agree
as follows:
Section 1 of Work.
a. Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A"
which is attached hereto and incorporated herein by this reference.
b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the
following as required to perform the services, described in Paragraph (a) above, in
accordance with this Agreement: Personnel, labor and supervision; technical, professional
and other services. All such services, property and other items furnished or required to be
furnished, together with all other obligations performed, or required to be performed, by
Contractor under this Agreement are collectively referred to herein as "Services."
c. Contractor shall commence, perform, and complete such Services in accordance with
Exhibit "8" which is attached hereto and incorporated herein by this reference.
Section 2. Pavment.
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of twenty five thousand two hundred fifty dollars
{525,250.00) (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 twenty five thousand two
hundred fifty dollars (S25,250.00) (Kittitas Co. todging 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
Attn: Auditor's Accounting
205 West 5th Ave - Suite 105
Ellensburg, WA 98926
2022 County Lodging Tox Funding Agreement Page 7
e
LT-2022-008-COWBOY CROSS
a uditorsaccounting@co. kittitas.wa.us
Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
Contractor is eligible to claim reimbursement for the following items and amounts only:
Online marketing
Advertising
Website updates
Social media development
Print ads
Design costs
Facebook ads
t
a
a
a
a
a
a
a
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
followi ng add ress: http://www.co. kittitas.wa.us/auditor/defa u lt.aspx
Section 3. Performance bv Contractor
a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County. 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.
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
c
2022 County Lodging Tax Funding Agreement Page 2
Lr -2022-OO8-COW BOY C ROSS
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, or mental handicap.
The Services shall at all times be subject to inspection by and approval of the County, but
the County's making (or failure or delay in making) such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County with sufficient, safe, and proper facilities and equipment for such inspection and
free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or its designee, or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine, audit and copy, with or without notice) all of Contractor's books, documents,
papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release, lndemnitv, and Hold Harmless.
The County assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County, its officers and employees,
agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities,
damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
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a
a
a
2022 County Lodging Tax Funding Agreement Page 3
LT -2022-OO8-COW BOY C ROSS
Any breach of or default under this Agreement by Contractor
Section 5. Compliance with Public Records [aw.
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.
Sec{ion 5. lndustrial lnsurance Waiver.
With respect to performance of this Agreement and as to any claims against the County, its Additional
lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contracto/s employees
and agrees that the obligations to indemnifi/, 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.
a. 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.
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
a
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2022 County Lodging Tax Funding Agreement Page 4
LT-2022-008-COWBOY CROSS
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.
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.
Sth 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 Contracto/s address provided on the
signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class,
postage prepaid, certified mail, return receipt requested.
d. The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict, affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
This Agreement may be executed in one or more counterparts and by facsimile, each of
which will be deemed an original, but all of 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
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2022 County Lodging Tox Funding Agreement Page 5
LT- 202 2-008-COWBOY CROSS
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,
pandemiclepidemic 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 Page 6
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS
alr
Brett ith, Commissioner
Date
LT -2422-008-COW BOY C R OSS
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CONTRACTOR
IPrint Name]
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Deputy Prosecuting Attorney
2422 County Lodging Tax Funding Agreement Poge 7
Exhrlar t n
Rn
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 202t*
Submittal lnstructions
& General
lnformation *
Upload Proof of
Organizatron Status*
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* Yes
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Yes
N0
You are strongly encouraged to compose your r€sponses to the guestions of this form with a desktop text editor
and save your work. then copy and paste the information inta the form. You may also save a draft by selec{ing the t}utton
at the bottom of thi$ page. When you do this you will be logged out and nrust log back in to continue. ln order to save a
draft you will need to provide an email address and a password. After completing the save draft. you will be redirected to
landing page containing a link to log back into the form. We suggest you save lhis link as a booknrark. The link will also be
sent to you in an email. For your convenienc€ we have provided a word document version of the questions. Download it
here-
Organization lnformation
Name of Organization* Webb Events L.LC
Organization Address*
5280 Badger Pockel Road
Ellensburg
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USA
Organization is a:*Eusrness
Non-Proirl
(Note PleasesubrlrlW-9forbusrnessorlRSDesrgnatronLetterfornon-profil.)
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doc0529552021 I 008094933.pdf 516 33K8
Project Contact I nformatron
First Name* Matthew
Last Name* Webb
Phone Number* 509-899- I 1 58
Email* wellbeventswa@gnrail. conr
Project or Event lnformation
ProjectlEveni Name* CowboY Cross
Service Categories .,lrr-, i .lll 'lr, tJ.l.ri..r't..tr r,)pl/ ,,.r rtr,i ltri,t, .t,,.,.
Totirrsrn p/omotton/markettn g
, Operation of a specral event designed to attract tounsts
Operahon of a tourism related faolity
Other
Event Dates
Please provrde any specrfrc dates. or range of dates. on whrch your event or proyect will be held you nray add as many
dates or date ranges as necessary.
Event Dates
Start Dates *
9122t2022
ProjecUEvent
Location *
New or Ongoing
Project/Event?*
Amount of Funding
Requested *
Funding Request Max
Tourism Seasons*
Response 1:
ProjecVEvent
Description *
End Dates
9t26t2022
Ellensburg Rodeo Arena
Ongoing Prolect/Event (Mo;"e than four years ln exrstence)
. New ProJectiEvent {Four or fewer years I't exlstence}
s 400c0 0c
it you selecled 'ongolng Proleci/Evenl above thrs amount nray nol exceed 10% of lhe tatal ergetse bsdget of lhrs
proJecl
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Year-round {January - Decentberi
Off Season {Noventber - Februaryl
Shoulder Season iOctcber or March - May)
r' Hrgh Season iJune - September)
Application Questions Part 1
Please answer each question completely, in the order listed. Please include any supporting <iata within the
response narrative.
I I ProjecUEvent Description
Flease provrde a descnptton of your proJectlevenl
Cowboy Cross rs a top level enduro cross race and bull ndrng event held yearly rn
the world-famous Ellensburg Rodeo arena dunng the last weekend of Septentber.
These lwo events have never been combtned before anywher-e rn the worlcj untrl
they met together wrth the antro of Cowboy Cross rn 201 I Havrrrg a backgrounJ rn
both brkes and bulls. I wanted to combrne these two events siltce 2009 but was
denred nly apphcalron for almosl 10 years due to rt being an equrne only arena I
was finally grven approval rn 2017 but had to cancel the event a week prror due lo
the Taylor Bridge fire and the farrgrounds berng needed for anrmal evacuatrons and
boarding
Srnce berng able io host the event 3 trmes. we have seen rt grow exponentrally and
have seen rt become a n.laJor event prllar ancl economtc cjrrver rn Krttitas County
We are seekrng marketrng funds silpporl to help grow tt to rts full capactty.
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https..r/youtu. beiRRnL-b6reMY
List of lntended Use of Funds*
Online marketing
Advertising
Website updates
Social media development
Print ads
Design costs
Facebook ads
2l Supportlng Kittitas County as a tourism destination
1 Away frcm thelr place of restdence or busrness and stayrng overnrgllt rn pard accomnrcclaticns
2 To a place hfty mrles or more away from therr place of resrdence or busrness forthe day or stayrng overnight.
3. orfromanothercountrycrstateouts'deof therrplaceof resrdence orbusrness
You must provide the evidence utilized in determining your projections.
Response 2.1 *'r', r,,.'!':r'lr't-i-'r3\,ri,\rlir!l,,it, t\' tt -'1,1,J,. :,i.i.:tlii/ r iL_
It rs truly a one-of-a-ktnd event. lt comblnes tow extrente spods !n the same arena ai
the same trme at an affordable price. lt brrngs the Kittitas County 'Cowboy Culture
wrth the bull ndrrrg event wrth the excitement and challenqe of Enduro cross
motorcycle ractng
We generated roughly 5800.00 rn camptng fees for I - 2 nrghts for the Kittltas event
center Webb Events booked nrultrple hotel rooms for ourworkrng staff {gggrgkgspgl
trom Bozeman Mt.. Announcer frorr Bonny Lake Wa.) etc Eventbrrle has hundreds
ot out of the area ticket sales showrng at least 50% of the turnout beillg from oulstde
Kitlrtas County.
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Application Questrons. P art. 2
3l lmpact
Response 3:
Measuring Results*
The growth of the event has steadily seen an rncrease srnce rt began rn 20 1 g. lt has
seen toursm growth as attendance has doubled in the 3 years tt has been executed
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My goal rs to use different advertrsrrrg avenues like radro TV comrnercial arrd pard
Facebook ads that reach a brgger elemographlc rnlo areas wtth a much brgger
populatron than Ellensburg and Kittrtas County We will actrvely geotarget ads to
reach audiences tn malor tourrsnt-drrvtng regtons over 50 nrrles away frorr
Ellensburg. rncludrng Krng County and Pierce County.
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Application Questrons: Part 3
4l Collaboration
lf your organiration collaborates or has created partnerships with other organizations, groups, or other events,how is this accomplished?
4.1 Collaboration*we have worked wrth the chamber and colraborate w,th partners and rnfluencers rn
our comnrunity to help grow and promole thts event nationally.
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4.2 Promoting Local
Business *
4.3 Host Hotel*
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We feel we currently do a good job promottng our sponsors which are made up of
95% local busrnesses. We have a theme of 'support those wlto supporl the spod..
and grve each and every busrness Facebook adveft,srng grving rnformation and
hrstory on therr busrness
\ le also refer our attendees and pailrcrpanls to stay at tocal accommodatrons and
drne al vaflous restaurants with'n Krttitas county and encourage lhem to put their
money back rrrto our rural regron
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'No
Yes.
5l Future Plans
Please explain what plans exist to allow this project to become self-sustaining
event sponsors, and other cost-recovery models.
lnclude any plans for ticket sales,
Future Plans*My future plans inclLrde agreerng upon a host hotel abd growrng the spectator and
nder attendance over the nexl few years lmplementrng the abrlity to take credrt
cards as well as a better onlne trcket purchase ophon should rncrease revenue and
the ease of attendrng the event.
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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 lnformation ll :'i,, i j.l l0litri,,.r'..{.r,1 f /ltr, ;rr .:t:..r .,,-.
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,trr'. nrr:,, r.jfrlr,,t.trj r. jl ,irjt;r.!!":\,:'ri.,: n.;
My event was set to start rn 20 I7 but had to be cancelled due to the Taylor brrdge
firealthelastminute.\lJereboundedwrthrtkickingoff rn201B 2019 and zo2j.h't
2020 like so rrany others. our event was cancelled due to Covrd_lg.
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Additional lnformation Thrs year rn 202 1 we were able to l'lave our event wrth the best attendance so far to
date
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suppotling Documents i,:\1 '.',i '.v, r,r I / .itii)| r!'r,,1
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7l Previous Lodging Tax Grant lnformation
Previous Years
Awarded Lodging Tax
Grants*
Overall Attendnace
Past Aclual*
2,704
Prior Year Paid
Overnight Stay Data
Past Methodology*
Number of people travelling more than 50 miles for your event?
Past Actual* projected*
1.500 2,500
Number of people traveling from outside WA State for your event?
Past Actual* Projected*
100 2AO
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
Psst Aclual* Projected*
500 1,300
Number of paid lodging room nights resulting from you event/activitylfacility?
PastAclual* projected*
200 520
rliJs vour alarl r€cervp!.t i id,:i,n,l iax i-,t,t! | pr*vriruJ /eats '
t No. thrs event/prolect has not prevrously recerved Lodging Tax Funding.
Yes. 1 year previous
Yes. 2 years prevtous
Yes. 3 or more years prevtous
Projected *
3,500
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r,,',,ay.,F\r:l,r'tftilil.rerjj.ntijoaJr( :.etrFr,trrl11il'r.rl,.nilvnu:j:rnqlern,lir0aqr:iF,rr,r.ilrt.dl\rh-
flrsi lhttr.. f,,lq! i vtll De -rrf.s!6nrr.J t \i: i,rilr'rx.! rf{nllrS /r,li t* dctepli:d jplj itbf I lf l
, .h-:l n:,:in1n6,,rt Jr(r 7i:ril , (r ':, di;rLiic t,n 2()1.- rctral ru,rlreri
, Direct Count (preferred)
lndrect Counl
Representattve Survey
lnformal Survey lpreferred)
Structured Esttmate
Other
Projected
Methodology*
Methodology
Narrative *
,r1'rt "rti,ii,tLrl,ll/ r,,ii i, r. .,af , .:i.,r,lnf(,r, : ,riariilf.l,ti,nr-,)r!
., Direct Count (preferred)
lndrrect Count
Representatrve Survey
lnformal Survey {preferred)
Structur€d Estimate
Olher
we use onlne ticket sales to determrne the success ancl projeclons of thrs evenr
:':, rl _'r.,1 J. i.r, ,1rria
t.:- ,' , ,, id:,. lt.t..:t j.
Yes
Application Questions Part 5
8l Funding
Does your organlzallon have or have you apphed for. granl fundrng fronr other sources? It not why notr lf yes please lrst
the fUndlng yOu have for the project rncludtng any volunteer ancl rn-kln.j sources rn euestion 9l project Budget
Overview.
Funding sources and amounts whrch have nol yel been secured w,ll be ltsted separately rn the field{s) drrecily be:ow
Frnally. what changes r,vould occur rf lhe prolect couldn't be fundecl?
Other Funding *
235.00
Y,t
'i.,. rlr: ll rlr,jr'll r,r' pr,r.. rl,/.,,,j:jintr.,,r ! l!i ,rr!:!lt,{j jrt,-: lr ! :t-ai,rlr t,rr.r!.r
tj,r'{r!i,1 I ,r .!:..Jt,,d ir,l,,. firt i,il I
"No
)aExplanation
Funding Shortfalls*
Matching Funds
Percentage
We have never apphed for grant firnding before due to not knowrng where the event
was headed in terms of attendance monlenturyt. response fr.om lhe spectalors elc
fulissrng iast year put everythtng on hold as we dtdn t know if lhrs year would work as
wrll wrlh covrtl-19 mandates antl changes. Funding has been secured solely through
our local sponsors
rlrr: ' f,! .i :'' i r l
,1a '.ii t i:rll i,, .ii i'l'.rJ', 11'.i !.. .r.iit::il -t.,i ,.,l,.rt{,:.\rrr..,rir.!.rri..ti
Wouid you have to slrck to our current nrarketrng and reach fewer people leadrng !c
a snraller event overall wrlh less opponunrty for sponsorshrp growth and follorvup
t0ursm in the fulure
,jr t r'., -r I ,' .r
9l Project Budget Overview
Please conlplete budget tor thts pro1ectlproposal. lf your agency operates rndependenlly of thts prolect appltcatton ( ,nay
nol be necessary to submit the entite agency budget. You must submit a budget which specifically pertains to the
projecuevent for which you are requesting fundirrg and adheres to the basic budget format shown below
The budget must rnclucle antrctpated revenues expendrtures. and any potential profll or loss For prolects/evenls whrch are
ongolng for nlore thar one (1 I year. please also submit actuais fronr the previous three (3) years of operatrons ilreed not
be consecutrve) for the prolect/proposal rf apFlicable.
For any claimed in-kind contributions valued at S500 or rnore and related to marketing/advertising, you must
submit verifying documentation which assures the contribution will be provided. For rnstance rf you are clarmrng rn-
klnd contributiolrs tn the form of advertlsrng match a brndrng conlract rtemrzrng lhe nratchrng value and obllgalrng each
party must be provided.
ATTENTION: ln an effort to allow an adequate level of flexibility for all app'icants, not all frelds rn the budget portton are
required to be filled before thrs form is submitted. Providing all applicable data is your responsibility, failure to do so
will potentially jeopardize your application's chance for review.
Verification of ln-kind
Contributions
Budget Year
Edit if necessary 2019 2020 2021
Revenues From Consolidated Lodging Tax Grant
, trv ti|',rii !,k,rrt {ritt,.rr.rr.i!ltlrit,-1lilt,tr',r,,,. ltrl.-,lrr.riJi, .J.1,<.iirl tl! t.::...1 ,
!.a !!,nrt I :, r.irr::r r:li,ri, _rIr ,. t!,:Lr'i,.. i. , rr jr tj.rrj j,, .!ll {,.r |,/,vr.1Flj
Past Actual 3
LTAC Grant Funding $ 0.00
All Other Revenues
Account Name PastActual 3
Sponsors $ 20000.00
Catering Sponsors $ 2300.00
Ticket Sales $ 24000.00
Merch Sales $ 5500.00
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
$ 0.00
$ 0.00
$ 0.00
Past Actual 1
$ 0.00
Past Actual 1
$ 28000.00
$ 0.00
$ 34000.00
s 10000.00
2422
Projected
$ 40,000.00
Projected
$ 35000.00
$ 0.00
$ 44000.00
$ 15000.00
Prqec;ted
$ 0.00
ln-Krnd Contrrbutlons (except volunteerism)
Account Name Past Actual 3 Past Actual 2 past Actual 1
$ 0.00 $ 0.00 $ 0.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2 past Actual 1
Number of Hours
Projected
0
Past Actual 3
Revenue Totals $ 51800.00
Expenses
Calculated Value of
Projected Volunteer
Time
Account Name
Arena Rental
lnsurance
s 0.00
Past Actual 3
$ 2600.00
$ 2100.00
Past Actual 2
s 0.00
Past Actual t
$ 72000.00
Projected
$ 134000.00
Projected
$ 4000.00
s 3000.00
Past Actual 2
$ 0,00
$ 0.00
Past Actual 1
$ 3200.00
$ 2800.00
Merch
Track Build
Daniel Beard
Rodeos
Awards
Print marketing
Catering
Euckles
\Mnner Payout
Yakima TV Ad
Golf Carl Rental
Dirt Eike Announcer
Videographer
Photographer
Staff Food
Security
KC Fire/ EMT
Alcohol for Sponsors
Gard
Speaker Rental
Utensils
Liquor License
$ 8000.00
$ 12000.00
$ t0300.00
$ 0.00
$ 0.00
s 0.00
Past Actual 2
$ 0.00
$ 11 000.00
$ 16500.00
$ 11 500.00
$ 15000.00
$ 20000.00
$ 15000.00
$ 2800.00
$ 2s00.00
$ 0.00
$ 0.00
$ 5000.00
$ 0.00
$000
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
s 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
Past Actual 2
$ 0.00
$ 2950.00
$ 3300.00
$ 2800.00
$ 1000.00
$ 8000.00
$ 1500.00
$ 1000.00
$ 1200.00
$ 800.00
$ 500.00
$ 1500.00
$ 1800.00
$ 900.00
$ 3500.00
$ 500.00
$ 500.00
$ 415.00
$ 20.00
PastActual 1
$ 77185.00
$ 3000.00
$ 4000.00
$ 3500.00
$ 1500.00
$ 12000.00
$ 1500.00
s 1500.00
$ 1500.00
$ 1000.00
$ 750.00
$ 2000.00
$ 2500.00
$ 900.00
$ 4500.00
$ 750.00
$ 750.00
$ 500.00
$ 20.00
Past Actual 3
Expense Totals $ 45300.00
Profit & Loss
Past Actual 3
$ 6500.00
Past Actual 1
$ -5185.00
Projected
$ 99170.00
Projected
$ 34830.00
Application Certification
The apphcant lrere cerlifies and afflrtns L That rt does nilt now nor wrll rt riurrng tlre pertorrnance of any coqlracl a1s,nq
tlom thrs applicatron unlawfully dtscnmrnate agarnst any employee. apphcant for e nrployment cltent cuslomer. or other
persoti who nlrght benefit from sard contracl by reason of age. race. color. ethnrcrty. sex. relgion nllitary status sexual
orrentatron rreed placeof bifih.ordisability 2 Thatitwrll abrdebyall relevantlocal.stateandfederal lawsand
regulations and 3. That it has read the tnfo.nlation contarned rn the lnstrucltons on pages I and 2 and understands and
wrll :onrply wtth all provtsrons thereof
Certified by;
6%aaQ)w
Name *
Appficant's Title t
i\rlatt Webrr
Oilrre r
,o,' V!f'9 Request for Taxpayer
ldentification Number and Certification{Rev. Octobor 2018}
Give Form to the
requester. Do not
send to the lRS.Oeparlrnsnl of lhe Treasuty
Intsrnal Rovsnue Seruice www.
'1 Nam€ (as showfi on your in6me tax r€turn). NBme is requir€d on lhis lin6: do oot leave lhis lano blank.
MATIHEW N. WEBB
2 Businoss name/disregarded 6ntity nam€, il diff€tent from above
7 Lisl account numb€(s) her€ (optional)
(o
0)o)
rtr
CL
co
o
Ao
sos=lo&eocc
.L .g
'6
o
o
€)
11)a
4 Eremplions (codes apply only lo
ceriain entilies, nol iodividuals: see
rnslruclions on page 3)i
Exempl payoe code 0l any)
Exemptron from FATCA reporling
cods {il any}
Io accounts nainlained oulside lhe u.s.)
Requester's nam6 and address {oplional)
3 Check appropriat€ box lor federal lax classilicalion of lhe person whose nam€ is €nter€d on tine 1 Ch€ck onty one of lho
lollowjng s€v6n boxas.
[-l LirniteOtlaortrtycompany.Enlerlhetaxclassilicatton(C=Ccorporation,S=Scorporalion,P.Parlnership] >
Note: Check the appropriale box in lhe line above for lhe lax classilication ot the singl*member owne.. Do not cbeck
LLC il the LLC is classified as a singlo.member LLC thal is disregarded kom lhe owner unless lhe ownor of the LLC is
anolher LIC that is not disrogarded from lho owner for U.S. federal lax purposos. Otherwise, a single-msmber LLC lhal
is disregarded kom lhe owner should check the appropriate box for the tax classifica{ion ofils owner.
Tl Other (s€s instructions) >
TrusUeslateETTfnPartnershipC Corporalion S Corporalionlndividual/sol6 proprielor or
srngle-msmber LLC
5 Addf€ss (number. streel, and apt or suile no ) See instructions
6280 BADGER POCKET RD
6 Ci{y. stale. and ZIP code
ELLENSBURG, WA 98926
Pad I Tax
Enler your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid
backup withholding. For individuals, this is generally your social security number (SSN). However, for a
resident alien, sole proprietor, or disregarded entity, see the instructions for Part l, later. For other
entities, it is your employer rdentitication number (ElN). lf you do not have a number, see How to get a
nN, later,
531-98-9495
or
Note: lf the account is in more than one name, see the instructions for line 1. Also see What Name and
Number To Give the Requester for guidelines on whose number to enter.
Part ll Certification
Under penalties of perjury, I certify that:
1. The number shown on this form is my correct taxpayer identification number (or I am waiting lor a number to be issued to me); and
2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the lnternal Revenue
Service (lRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has nolified me that I am
no longer subject to backup withholding; and
3. I am a U.S. citizen or other U.S person (defined below): and
4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.
Certification instructions, You must cross out ilem 2 above if you have been notilied by the IRS that you are currently subject to backup withholding because
you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid,
acquisition or abandonment ol secured properly, cancellation of debt,to individual retirement arrangement (lRA), and generally, paymenls
other than inlerest and dividends, you are not lo sign bul provide your correct TlN. See lhe inslruclions for Part lt, later
Sign
Date >r/l/
Soclal socurlty numb€(
Slgnaluro ot
U.S, person
OAA ronn W'91nev to-2oray
Exhibit'8"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Brandine
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 lhan% inch in height and must be surrounded by appropriate white
space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or
appearance.
B. Print Advertising and Online Display Advertising of all types (including but not limited to
newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party
websites, streaming displays, social media etc.) must include the County's and appropriate
City's tourism website logo (or URL with a one-click away operational hyperlink). The URL
landing page must use the correct logos and have a link to centralwashingtonoutdoor.com.
Contractors must either keep the landing page active until time of reimbursement or use a
screen capture for full reimbursement. (lf you are using a live logo as the link to CWO, please
ensure the hyperlink is shown in the screen capture). The logo must be sized no smaller than %
inch in height and must be surrounded by appropriate white space to allow easy recognition and
legibility. Contractors shall not change the logo(s) in color or appearance.
C. Video Advertising of all types (including but not limited to television, online, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller 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.
All logos and website information may be obtained by contacting the Director of Tourism, Kittitas
County Chamber of Commerce.
Section 2. Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A. Print Advertising:
1. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at !0oo/o of the cost, including any production costs. To
operate exclusively outside of Kittitas County, the provider must not be physically located in
the County and/or not distribute any media within the County.
2' Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 10 days prior to
the event may be reimbursed at 100% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 A, (2)(a) above, advertising reimbursement requests must include a
statement from the media provider specifliing the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Television Advertising:
1' Television advertising placed with any media provider outside the yakima/Kittitas DMA will
be reimbursed at 100% of the cost, including any production cost.
2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed at 100% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 8,Z(al above, advertising may be reimbursed at the rate of 7A% ot
the total cost, including any production costs.
C. Online Advertising:
1. Online advertising and promotion may be reimbursed at 100% of the cost, including any
production cost.
2. Streamed media (radio, television, other) requests for reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County. Reimbursements will be allowed for the percentage distributed
outside of Kittitas County, including any production costs.
D. Di Mail:
L. Direct mail advertising may be reimbursed at LOOYo of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
required documentation,
E. Flvers/Posters:
1 Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of
the cost, including any production cost. ln order to receive reimbursement, a list of the
locations where flyers or posters were posted outside of Kittitas County, a signed statement
from the contractor that the list is accurate and a copy of the poster/flyer must be provided
along with other required documentation.
Banners which are placed inside of Kittitas County may be reimbursed at l}Ayoof 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.
Signage (site layout use only) which are placed inside of the venue/facility of the event may
be reimbursed at 100% of the cost, including any production costs. ln order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time' {i.e. ADA Parking /Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertisins:
1. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at IOO% of the cost, including any production cost.
2. Radio advertising placed with any media provider located inside of Kittitas County may be
reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed at 100% 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 3O% of
the total cost, including any production costs.
G. Operation Reimbursement:
1. Operation costs may be reimbursed LOOYo 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
atTOOYo of cost. ln order to receive reimbursement, a signed statement from the receiver
along with other required documentation. Mileage reimbursement subject to IRS mileage
reimbursement rates which may change annually.3. ltems not eligible for reimbursement:
a. Salaries of employees
b. Capitol purchases- any item with 3+ years life and over S5,OOO.c. Licenses, permits, insurance, or credit card fees
2
3