HomeMy WebLinkAboutLT-2022-011-KVECLr-2022-OL1-KVEC
2022 LODGI NG TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND THE KITTITAS COUNTY EVENT CENTER
This Contract, effective January 'J.,2022 is made and entered into by and between KITTITAS
COUNTY ("County"), acting as agent for and on behalf of the City of Ellensburg, a Washington
municipal corporation ("City"), a subdivision of the State of Washington, and THE KITTITAS COUNW
EVENT CENTER (KVEC) (Contractor") for the 2022 Patriot Night Under the Lights ("Event").
WHEREAS, the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NOW THEREFORE, in consideration of the terms and conditions contained herein, or
attached and incorporated and made a part hereol 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
"B" which is attached hereto and incorporated herein by this reference.
Section 2. Pavment
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of twenty two thousand seven hundred and fifty dollars
(522,750.00) (520,697.25 City of Ellensburg lodging tax funding and 52,052.75 Kittitas Co.
lodging tax funding).
b' Additional payment terms: The County will make payment to the Contractor only on a
reimbursement basis, as receipts/invoices for any items including marketing and/or
advertising are submitted to the County, not to exceed the sum twenty two thousand seven
hundred and fifty dollars (522,75o.oo1 (520,697.25 City of Etlensburg lodging tax funding and
52,O5z.ls Kittitas Co. lodging rax funding).
c. Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January L5,2023 after this date funds lapse.
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d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn: Auditor's Accounting
205 West 5th Ave - Suite 105
Ellensburg, WA 98926
a uditorsaccounting@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 Event marketing and advertisements (radio, newspaper, digital, printed materials:
ba n ne rs/posters)
o Talent fees (headlining and after party artist)
. Equipment Rental (ticketing equipment, sound systems, light systems, stage, chairs,
generators)
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 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 at the conclusion
of the event.
Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
fo I lowi ng add ress: http ://www.co. kittitas.wa. us/a ud itor/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 and City. Any such delegation or subcontracting without the County's or City's
prior written consent shall be voidable at the County's or City's option.
b. Contractor shall at all times be an independent contractor and not an agent or representative
of the County or City with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County or City. ln no event
shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf
of the County or City. lt is understood that the Contractor and the Contractor's staff and
employees are not employees of the County or City and are not, therefore, entitled to any
benefits provided employees of the County or City.
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Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now or hereafter in effect, of any governmental
authority (including, but not limited to, such requirements as may be imposed upon the
County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, mental disability or any other
protected status recognized under local, state or federal law.
e. The Services shall at all times be subject to inspection by and approval of the County or City,
but the County's or City's making (or failure or delay in making) such inspection or approval
shall not relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's or City's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County or City with sufficient, safe, and proper facilities and equipment for such
inspection and free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or City, or their designee, or such Federal or State auditor with such
information related to the Services as may be requested by the applicable governmental
entity. Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County or City makes final payment of compensation due
hereunder, Contractor shall provide the County or City access to (and the County or City shall
have the right to examine, audit and copy, with or without notice) all of Contractor's books,
documents, papers and records related to the services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release. lndemn itv, and Hold Harmless.
The County or City assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County and the City, their officers and
employees, agents, representatives, attorneys and/orvolunteers, 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;
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Any lien asserted upon any property of the County or City 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
Any breach of or default under this Agreement by Contractor
a
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Section 5.tance with Public Records Law.
ln compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. ln the event a public records request is made to the County or City for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County or City shall provide notice
to Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
The County or City specifically shall not be liable to Contractor for the County's or City's
release under public records laws of any documents not otherwise exempt from disclosure
by trademark, copyright or other law.
Section 5. lndu lnsurance Waiver.
With respect to performance of this Agreement and as to any claims against the County or City, their
Additional lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under
Title 51 of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contractor's
employees and agrees that the obligations to indemnify, defend and hold harmless provided in this
Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver
is mutually negotiated by the parties to this Agreement.
Section 7. Insurance and Endorsements.
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.
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c. Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County and City as Additional lnsureds and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance or self-insurance maintained by
the County or City. Contractor shall furnish the County a certificate of insurance with
Endorsement as evidence that the required policies are in full force and effect.
Section 8. Termination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to 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.
The City is not a party to this Agreement but is an intended third-party beneficiary of this
Agreement and to the extent set forth herein certain of its provisions are for the benefit of
the City and are enforceable by City in its own name and capacity as a Washington municipal
corporation.
b. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or any
right or interest in this Agreement without the County's prior written consent.
c.This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
d. Notice for any purpose under this Agreement, except service of process, shall be given by the
Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W 5th Ave.
Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the
Contractor shall be given to the Contractor's address provided on the signature page. Notice
may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified
mail, return receipt requested.
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The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict, affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
f. This Agreement may be executed in one or more counterparts and by facsimile, each of which
will be deemed an original, but all of which together will constitute one and the same
instrument.
g. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
violation of any applicable law, ordinance, or regulation the consequence of which will or may
materially affect Contractor's ability to perform its obligations under this Agreement.
h. lf any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To this
end, the terms and conditions of this Agreement are declared severable.
The exclusive venue for any action brought to enforce this Agreement or any of its terms shall
be in Kittitas County, State of Washington.
The performance of this Agreement is subject to termination without liability by either party
upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric
Administration, any other agency of the United States Government, or any agency of the
Government of the State of Washington of the occurrence of any circumstance beyond the
control of either party-including, without limitation, acts of God, war, acts of terrorism
within a fifty (50) mile radius of Kittitas County, government regulations, disaster,
pandemic/epidemic illness, strikes or threat of strikes (except that neither party may
terminate this Agreement for situations involving that party's own employees), civil disorder,
or curtailment of transportation facilities-to the extent that such circumstance makes it
illegal , impossible or economically impracticable for the parties to complete the duties and
mutual obligations agreed upon and imposed upon them herein. The ability to terminate this
Agreement without liability pursuant to this paragraph is conditioned upon delivery of written
notice from one party to the other within 10 days of such occurrence or upon delivery of
written notice from one party to the other within 24 hours of the receipt of notice of the
prediction of any of the above occurrences. To the extent feasible within the constraints
imposed by any event of the type described above, the parties agree that if the triggering
event is of apparently or likely transitory effect, the parties may negotiate such amendments
to the agreement that are mutually satisfactory and not otherwise contrary to law, including
but not limited to a change in the datesforcompletion of any portion orthe entiretyof this
agreement.
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LT-2022-OL1-KVEC
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS
Chair
Brett smith, Commissioner
CONTRACTOR
IPrint Na
Hrl
[Address]
[Telephone]
'7
lillll,,
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Clerk of the Board
APPROVED AS TO FORM:
Deputy Prosecuting Attorney
County Lodging Tax Funding Agreement Poge 7
fxhrut r "no
CLTAC: Application for Lodging Tax Gnant Funding
Grant Application
Workshop -2021*
Submittal lnstructions
& General
lnformation *
Name of Organization * Kittiias Valley Event Center
Organization Address * street Address
901 F 7th Ave, Ellensburg, WA 98926
cddress L_ilte 2
City
Ellensburg
postal I Zip Code
98926
Dicl yotr alterld lhe Grarlt Application 1.^/orkshop - 2C21 hosted ily lhe Kittitas Couilty Charnber of Colanle.re"
e Yes
,NO
*. Yes,
I have read slrd undersiand Submittal lnstrucliorrs aDd General lniotmallor tot lhe 2O2i iodging .anx Crali Fundirq
Process
You are strongly encouraged to compose your vesponses to the questions of this form with a desktop text editor
and save your work, then copy and paste the information into the form. You may also save a clralt by selecting the button
at the bottom of this page. When you do this you will be logged out and must log back in to continue. In order lo save a
draft you will need io provide an email address and a passwold. After completing lhe save draft, you will be redirected to
landing page containing a link to log back inio the form" We $uggest 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 document version of the questions. Download it
here.
Organization lnformation
Organization is a:*.s, Business
. Non-Profit
(Note: Please submit W-9 for business or IRS Designation Letter for non-profit.)
Click here to view sample documents (redacted).
2021 W-9 signed.pdf
Acceplable file fornrats include JPG PDF or TIFF
Slate I Provlrce; Flegio[
WA
Country
United States
1 38.1 8KBUpload Proof of
Organization Status*
Project Contact I nformation
First Name*
Last Name*
Phone Number*
- ,.*Emalt
Kady
Porterfield
509-962-7675
kady. po rterfield@co. kittitas.wa. u s
Project or Event lnformation
..-
'.'.,
ProjecVEvent Name* Patrioi Night Under the Lights
Service Categories Check ail cale.iJories thai afiply t.r lhis eppli,:ation
t' Tourism prorrotion/marketing
{: Operation of a special event designed lo attract tourists
Operation of a tourisrn 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 rrany
dates or date ranges as necessary.
Event Dates
Start Dates*
7 t1t2022
ProjecVEvent
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
End Dates
71412022
Kittitas Valley Event Center, Ellensburg
Ongoing Project/Event (More than four years in existence)
' New Project/Event (Four or fewer years in existence)
$ 30000.00
It you selected "Ongoing Project/Event" above this amount nray not exceed 1 0% of the total expense budget of thls
project.
Funding Request Max
Tourism Seasons*Frcnr ihe lisl belo\y. ,rhat season i.lill ,'our projeci enha'tce lout ism, Seleci arv irhich apply.
Year-round (January - December)
Off Season (November - February)
Shoulder Season (October or March - May)
I High Season (June - September)
Application Questions: Part 1
Please answer each question completely, in the order listed. Please include any supporting data within the
response narrative.
1 | ProjectiEvent Description
Please provide a description of your projectlevent.
Response 1:
Project/Event
Description *
Patriot Night Under the Lights is a patriotic 4th of July celebration full of music, food
and family fun held in the Kittitas Valley Event Center in Ellensburg. WA. The evenl
will take place between July 1st to July 4th on a single day that is yet to be officially
determined. The event will feature a well-known country music artist as the concert
headliner. and we will book another crowd-pleasing talent for the opening act and
Patriot After Party in the famous Behind the Chutes.
Food vendors and beverage gardens will also be open, keeping ihe attendees
refreshed throughout the event. The night will be capped off with a professronal
firework show that will wow the crowd!
Other special features will include the growing display of vintage military vehicles
and our armed forces display. The City of Ellensburg Parks and Recreation
departmerrt also has wishes to come back as a new partner and try to add activities
in the Memorial Park before the big show begins.
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Video Link Please p.ovrde us link lo a llfief video susnrary cf you organlzalron s evenllprolecl. /ou l,iliJST be presenl ai lhe
Q&A trreettr)(J rn Nloverrber to qu€iiity lor funding
https://youtu. be/kQOWH G Nc5qw
List of lntended Use of Funds*
Event marketing and advertisements (radio,
newspaper, digital, printed materials:
ban ners/posters/
Talent fees (headlining and after party arlist)
Equipment Rental (ticketing equipment, sound
systems, light systems, stage, chairs, generators)
2l Supporting Kittitas County as a tourism destinaiion
'1. Away from their place of residence or business and staying overnight in paid accommodations;
2. To a place ftfty 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 *Vilhy y lllld tollrists lravel lo Kiiliias Ccrutrly lo attend yo(r. eveltL/activity:far:iljty')
Pairiot Night Under the Lights is attractive to tourists because people across our
state and region love country music and attending concerts. People also love to find
a fun and exciting way to eelebrate our independence on the 4th of July, and if a
firework show comes along with it. than BONUS! This is a large-scale event meant
to cater to the tastes of both locals and tourists alike at a venue well-known across
the Pacific Northwest.
Ellensburg and the surrounding Kittitas County area have plenty of available lodging
offerings over the course ofthe 4th of July weekend and we at KVEC also offer on-
siie camping. This makes it easy for out-of-town visitors to find a place to stay and
be willing to travel io our area. Food. beverage tastings, ouidoor recreaiion, and
other tourist attractions in our County make traveling to Ellensburg for 4th of July
weekend that much more enticing.
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Response 2.2*
Application Questions'. P art 2
Ililscribe lhe prior srrccess of vrtir eventlaciivily4acilrty in ailrac!cri toLrri:jts.
Just days after the event ban lifted in Washington State, we were fortunate enough
to have a full-fledged concert full of great rrusic. good times. and laughter. people
were so excited to be together again watching a live performance. Despite not
having much iime to plan and advertise once we knew we could continue with the
event. it still came together great with the amazing performances and a great crowd.
After a stunn jng National Anthem, we had opening act Huckieberry Road kick off the
corrcert and get people going before Joe Nichols took the stage. Joe had the crowd
rocking through the night and tlre arena floor was full of people dancrng and singing
along.
ln precautionary efforts. we made some layout changes this year and attempted new
seating arrangements to be prepared for restricted attendances. While they were
great plans to get through a restricted event and it worked relatively well, there were
a couple downfalls when it came to traffic flow and interactlon. So, we will be leaving
the main layout as isfor 2022 but changing the arena floor arrangement to generate
a better experience for concert goers.
It was also a bunrrner to have our fireworks show cancelled this year. bul we work
with an amazing company that was able to hold our show over for 2022 luckily. We
vritll be excited io jump back into our safety planning and special airangements with
iocal fire personnel to make sure it goes off without a hitch. lt's the safest way for the
whole community to enjoy a grand-scaie fireworks show in one location without them
risking lighting off their own fireworks at home.
Overall, 2021 turned out to be a smooth operation and great event to brirrg in
tourists and give locals a way to celebrate within their community too. This event
catered to both families and people of all ages from kids to grandparents. All event
parlne.s. seruice providers, spousors. volunteers, and event aitendees shared flre
upnlost positive comments and their gratitude for having the event back again. Many
our looking forward to abig2022l
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:1 ...
3l lmpact
Response 3:
Measuring Results*
Application Questions: Part 3
Desrribe helv yo! !rill profilole your eveuilacli\rit./ilaciliiy io allract tcur!sr.s.
The event will first be promoted through radio partners from the Columbia Basin. irp
to Wenatchee, over to Seattle, down to Yakima and the Tri-Cities. and over to
Spokane. We will also use targeted Facebook ads in those areas to promote online
awareness and get direclclick traffic to our website for tickets. "Bandsintown" ernail
newsletters will also be an effective tool in the same manner. Targeting will be fixed
to country music fans, patriots. and families looking for holiday fun. We are
expanding our digital targeting to regions outside the Washington border, along
Oregon and into ldaho as well.
We really hope to see a growih in our western Washington attendees next year as
well. so we will be marketing in both the Northwest and Southwest corners of
Washington next year. The pandemic and not knowing what restrictions would be
made marketing very difficult and rushed h 2A21 . With more time throughout the
year to market the eveni, there will be more awareness and we will be able to get
ahead on people's holiday planning.
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4l Collaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other events,
how is this accomplished?
4.'1 Collaboration*Currently, we have valuable partnerslrips with both community groups, as well as
regional and corporate sponsors. Our ma.1or sponsors we look to have back for the
2O22 event include Mtke's Hard Lemonade and Legends Casino Hotel. We've also
found success in local trade partnerships with KXDD radio and the Hampton lnn of
Ellensburg to help support our evenl operations and marketing.
Our conrmunity partners are valuable as a volunteer effort to help run our event and
set specral displays. These groups include the Ellensburg Rodeo posse, Rodeo City
Roller Girls, National Guard. and Antique Military Vehicles Club. We are also
thankful to all our first responder volunteer help that ensures we all have a safe and
fun time. This includes Kittitas Valley Fire and Rescue as well as the Kittitas Couniy
Sheriffs Department Reserve Proqram.
We are looking at expanding our partnerships for this upcoming year and the biggest
one we are looking forward to is with the City of Ellensburg. The City's park and
Recreation Department has shown interest and commitment io setting up additronal
4th of July festivities in Memorial Park next to the fairgrounds. These family fun
activjties and entertainment would begin in the afternoon and lead up to the opening
of the concert area and evening schedule. We very much look forward to working on
ihis everrt expansiotr and having a great parlner in the City of Ellensburg!
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4.2 Promoting Local
uustness
ilesitiLje lrow you \r1tll rilomote {odij!rg estalliJShrrenls. r estaLrianls. an.l biislltess iocateC ii Kiliitos Cclin!y
Our plan is to eslablish a larger local business partner program to. in turn. promole
one another on an even bigger scale this year. The event tearn is working on ideas
currently on which businesses would make great partners in cross-promotinq
through social media and on-site visitors. Ourwebsite has been a wonderful tool to
feature businesses such as hotels. restaurants bars, and much more where we can
help drive event attendee traffic to their small businesses as well during their stay.
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4.3 Host Hotel*ls lhere a hesi irrlel ior yotr ev€iNt or a{at\t goieci'. ii ye:r lisl llle hole!.
No
' Yes. Hanrpton lnrr of Ellensburg has been a great hotel partner for us
year-round the last couple years. and especially during the Patriot
Nighi Under the Lights. Currently that partnership is set to continue
in 2022 as weil.
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-tecovery models.
Future Plans*As Patriot Night Under the Lights grows as an established annual event, we expect
the eveni attendees to increase. We have the capacity to double our aitendance as
we proceed. so by making this a desired and memorable event we can become self-
sustaining just by increased ticket sales. However. as the event grows it also
becomes nrore marketabie to ma.jor sponsors and we work with a Sponsorship
Consultant that specializes in event sponsorships to assist in generating that funding
each year. Through the growth opportunity in each of these areas, we plan lo be
self-sustaining in ihe next couple years.
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Application Questions'. Part 4
6l Additional lnfortnation
Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your
project and its benefit to tourism.
COVID-1 I lnfOrmatiOn ll yoo hed a planred everl rr 2020 or 2021. lvhethei they were :ible tl iake place or rror please describe any
silccesses altd cllalleltges yott cxperie,tced.
ln early May 2020 we were forced to make the event postponement decision wilh
the state's COVID plan that was established. Luckily. our headlining artist agreed to
postpone and will come back in 2021 as well, so that was very good news as there
was a lot of energy and excitement around his concert appearance.
It all came together for 2O21 as planned, even given the short time frame for when
we received word we could move forward. Even with an entire new layout and
concept, it all flowed together while giving staff even more ideas on how to make it
beiter next year. We are so thankful for all the great partners, community members
and everrt attendees that supported the eveni and made ?021 a success. lt was a
big steppingstone to make it a viable event to hold again in 2022.
2500 character lrfiit
Additional lnformaiion Tickets are sold at a fair and reasonable price to encourage concert attendance.
Having a new website arrd oLrr own ticketirrg platform tntegrated into that assists in
increased ticket sales through ease of finding all event info and process of
purchasing all in one place- We also provide ticket discounts for our active military
and veterans as we salute them for all they do and have done for our country.
A small flat fee is charged to the local food vendors we invite to have a space at our
event. so it's a great incentive for them to profit off nrost of their concessions. The 4-
H food trajler stepped up to the task in 2021 and they sold out of most of theirfood,
having tremendous success. This is another great way Patriot Night Under the
Lights continues to support our local economy. organizations. and businessesl
Rodeo City Rollergirls have continued to put together a bartendtng crew to serue in
our beverage gardens ihe last couple events. There has been increased revenue
shown in beverage sales, which really helps the bottom line. KVEC pays for their
bartending ce(ifications and then their efforts and hard work are awarded with a
contracted payment. lt seems to have selved as a great fundraiser for them because
they are also allowed to gather tips ioo and it all goes towards covering their ieam s
expenses.
250C characie{ iinr;i
SUppOfting DOCUmentS Yo! ora! up'cad any supperting docufients such as qraphs itrra{.,les. .iiagr0rirs. |ritrkeii/}9 rrateriais etc.
PNG101319-1_hr (3).pdf 5.07M8
Event Attendee Map.pdf 647.43K8
HLXAO768.JPG 243.11K8
You are alic\,r'ed'ro su5[]it Lrp to 3 srr{,le paqe qUS l-elterj iocLimenis ln iPG. PDi--or l-li:i: i{lrnat
7l Previous Lodging Tax Grant lnformation
Previous Years
Awarded Lodging Tax^*Liranls
Overall Attendnace
Past Actual *
1.325
Has your evelrt received i.oiigi|g Tax fUnds lu previDLls ye;t.s?
- No, this eventlproject has not previously received Lodging Tax Funding.
t Yes, 1 year previous
- Yes, 2 years previous
Yes. 3 or more years previous
Projected *
1,750
Number of people travelling more than 50 miles for your event?
PastActual* Projected*
249 400
Number of people traveling from outside WA State for your event?
Past Actual* Projected *
14 50
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
PastActual* Projected*
240 350
Number of paid lodging room nights resulting from you event/activity/facility?
Past Actual* Projected *
92 150
Prior Year Paid
Overnight Siay Data
Past Methodology*
Projected
Methodology*
Methodology
Narrative*
lfi addilicn io Reld ahove. you ntay r.rpload ihe evidence to suppor-l ltte plor yeais rcotrr/iJght:f){ororat'or.r
You rnay rpload up io ihree srllgie pages (US Lette.l. ol irioinaticn lf yorj a single nrillttspage ajrcotterit only iire
iirsi thfee pages will be corsidered. Ihe folloqing fonxats .dill be accepterJ. JPG. PDF or-llFF
'y,.hat rnelhodclo.jy did yoit use io ral.julale the 20i-', actral numlters?
' Direct Count {preferred)
lndirect Couni
Representative Survey' lnformal Survey (preferred)
I Structured Estimate
utner
U'f]al methodology will yrLl use 1o calculate the upcotnifig Blnbers'i
. Direct Count (preferred)
' lndirect Count
' RepresentativeSurvey
' , lnformal SLrrvey (preferred)
:Y Structured Estimate
Other
Please explain.
Our estimates of overnight stays are currently calculated using our ticket data. We
analyze ail tickets sold to out-of{own and outof-county ticket purchasers. We
calculate how far they came from and how many tickets they purchased to gather
our estimates of who stayed overnight in Ellensburg. ln 2022, with more time to
prepare, we would like to include building a survey into our ticket purchasing
experience to be able to poll who will be staying overnight or not to see how the data
compares and get more data irom our customers.
2500 clraracter lirtril
Application Questions: Part 5
8l Funding
Does your organization have. or have you applied for. grant firnding from other sources? lf not. why not? lf yes, please list
the funding you have for the project. including any volunteer ancl in-kind sources in euestion 9l project Budget
Overview.
Funding sources and amounis which have not yet been secured will be lisied separately, in the field(s) directly below.
Finally, what changes would occur if the project coulcln't be funded?
Other Funding *Dces yorrr attlalealta] have .i have lGrr arpplied iot fur'triiu!l hom itlhef sour.es?
Yes , No
if Ici !!iry noi?Explanation *
We have not applied for additional fundirrg sources outside of this grant. We are not
aware of other resources at this time that we are eligible lor or are specific to events
We are usually not eligible for applied funding due to our local municipality status.
However. every year we attempt to expand our sponsor funding in order to increase
support and keep costs down for event atiendees.
25i10 ciriliacler lillii
Funding Shortfalls*t'frai rfralges rlrll be fia,rle ii lifidin!l i.lr yolr fequesi is nol ,tvailellle ei reccttine|ded?
lf funding is not avajlable. we will have to decrease our spending limits on talent fees
atrd marketing. Large concert events have high fixed costs in orderto hold them
successfully and safely, so those costs cannot be easily adjusted or negotiated.
Therefore. we are left to work wiih the more flexible costs when ordering advertising
or booking an arlist. This may lead to a decrease in public interest of the everrt if the
talent ls not popular enough to sell tickeis or if we aren'i able to nrarket the event as
heavy and get the word out there.
250i1 ciiaracter lirril.
Matching Funds
Percentage
Verification of ln-kind
Contributions
Budget Year
336.67
Yn
ihls ieid vrill ault llll tliiii ihe .loi.ecl perceilag,- baseii or yaoi Irpui ic ltudget seatiot ilelow.
9l Project Budget Overview
Please complete budget for this project/proposal. lf your agency operates independently of this project application it rnay
not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to the
project/event for which you are requesting funding and adheres to the basic budget format shown below
The budget must lnclude antrcipated revenues, expenditures. and any potential profii or loss. For projects/events which are
ongoillg for more than one (1) year, please also submit actuals from the previous three {3) years of operations (need not
be consecutive) for lhe projectlproposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must
submit verifying documentation which assures the contribution will be provided. For instance. if you are claiming in-
kind contributions in the form of advertising match, a binding contract itemizing the matching value and obligating each
party must be provided.
ATTENTION: ln an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are
required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do so
will potentially jeopardize your application's chance for review
Fcr any {:l:rirted in-kinci contrib.tlions vaired al $500 or rrore a,raj related io fiaa(eting;'advedisilt0 voii must subnlii
verifying dou.loter!aiiofi wlrich assilres lhe contribItto'l !.rill !:e provicleri.
Edit if necessary 2019 2020 2021 2022
Revenues From Consolidated Lodging Tax Grant
Past Actual 3
LTAC Grant Funding $ 0.00
All Other Revenues
Account Name Past Actual 3
Ticket Sales $ 39714.00
Beverage Sales $ 12750.00
Concessions $ 500.00
Sponsors $ 7500.00
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
$ 0.00
$ 0.00
$ 0.00
Past Actual 2
$ 0.00
$ 0.00
Past Actual 1
$ 18,500.00
Past Actual 1
$ 55250.00
$ 18316.00
$ 100.00
$ 12000.00
Past Actual 1
$ 0.00
$ 250.00
Projected
$ 30,000.00
Projected
$ 65000.00
$ 20000.00
$ 600.00
$ 15000.00
Projected
$ 0.00
$ 400.00
Projecied
250
Projected
$ 136890.00
Projected
$ 1200.00
$ 960.00
$ 1788.00
$ 50000.00
Account Name
Runner Vehicle
Hotel Rooms
Expenses
Account Name
Advertising
Consultant
Print/Radio/Digital
Advertising
Signage/Posters/Ba
n ners
Music License Fees
lnsurance
Talent Fees
Past Actual 3
$ 250.00
$ 500.00
Past Actual 3
$ 1200.00
$ 958.00
$ 1787.00
$ 37500.00
ln-Kind Contributions (except volunteerism)
Contributions of Volunteer Time
PastActual 3 PasiActual 2
Number of Hours 206
Evidence of Volunteer
Contributions *
Calculated Value of
Projected Volunteer
Time
Past Actual 3
Revenue Totals $ 61214.00
PIease upload a silg,e tile lvhtcl] offers evidence iri support cf ihe projecled volurieer houJS
2021 Volunteers.pdf 87.34K8
$ 5,890.00
Past Actual 2
$ 0.00
Past Actual 1
246
Past Actual 1
$ 104416.00
$ 6060.00 $ 1226.00 $ 11809.00 $ 15000.00
$ 1628.00 $ 293.00 $ 1478.00 $ 1000.00
Past Actual 2
$ 850.00
$ 958.00
$ 0.00
$ 0.00
PastActual 1
$ 250.00
$ 958.00
$ 1787.00
$ 42000.00
Agent Services
Production
Equipment and
Services
Fencing
Operating Rentals
Catering
Security Services
Ticketing Equipment
and Fees
Operating Supplies
Beverages for
Resale
Sponsorship
Commission
Fireworks
Bartender Labor
Banking Fees
Miscellaneous
$ 3500.00
$ 17232.00
$ 0.00
$ 3408.00
$ 2650.00
$ 1275.00
$ 0.00
$ 1246.00
$ 3000.00
$ 15000.00
$ 200.00
$ 0.00
$ 0.00
$ 2000.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 15000.00
$ 0.00
$ 89.00
$ 0.00
Past Actual 2
$ 20416.00
Past Actual 2
$ -20416.00
$ 2000.00
$ 18831.00
$ 4000.00
$ 19000.00
$ 400.00
$ 5000.00
$ 2500.00
$ 3500.00
$ 3500.00
$ 1000.00
$ 4000.00
$ 15000.00
$ 400.00
$ 1500.00
$ 250.00
Projected
$ 134498.00
Projected
$ 2392.00
$ 2550.00 $ 0.00
$ 0.00
$ 5052.00
$ 1450.00
$ 3060.00
$ 3533.00
$ 836.00
$ 3830.00
$ 0.00
$ 400.00
$ 1315.00
$ 216.00
Past Actual 1
$ 102405.00
PastActual 1
$ 2011 .00
$ 3600.00 $ 4500.00
Past Actual 3
Expense Totals $ 99194.00
Profit & Loss
Past Actual 3
$ -37980.00
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. uniawfully discrimirrate against any enrployee. applicant for employment, client, customer, or other
person who might benefit from said contraet, by reason of age, race, color, ethnicity. sex, religion, military stalus, sexual
orientaiion, creed, place of birth, or disability. 2. That it will abide by all relevant local, state and federal laws and
regulations and, 3. That it has read the information contained in the lnstructions on pages 1 and2 and understands and
will comply with all provisions thereof.
Certified by:
ww4,
Name*
Applicant's Title*
Kady Porterfield
Eveni Center Director
,o,". lllf-g
(Rev. October 201 8)
Department of the Treasury
lnternal Revenue Seruice
Request for Taxpayer
ldentification Number and Certification Give Form to the
requester. Do not
send to the lRS.)Goto for instructions and the latest information,
ci
oo)oo-
co.oqrcoo>E+i)
oi
fiD
O.o
'6
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shovrn on your fncome Name is on do noi leave lhis
of
2 Business €ntity name,above
Cou
4 Exempiions (codes apply only to
certain entilles, not individuals: see
instructlons on page 3):
Exernpt payee code (if any) 3
Exemption from FATCA reporting
code{ifany) C
(App'es to accfums meintained outstde ths U.S-)
name and address {optiona}
7 account number(s) here
Number
line I to avoid
However, for a
For other
How to get a
or
Note: lf the account is in more than one name, see the instructions for line 1. Also see What Name andNumber To Give the Requester for guidelines on whose number to enter.
c
Under penalties of perjury, I certify that:
1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and2. I am.not-s_ubject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the lnternal RevenueService (lRS) that I am subjectto.backup withholding as a resuit of a failure to report all inieresi or dividends, oi q"y in" IRS has notified me that I amno longer subject to backup withholding; and
3. I am a U.S. citizen or other U.S. person (defined below); and
4. The FATCA code(s) entered on this form (i{ any) indicating that I am exempt from FATCA reporiing is correct.
Sign
Here
General ln ns 1099-DlV (dividends, including those from stocks or mutual
Section references are to the lnternal Revenue Code unless otherwise
noted-
Future developments. For the latest information about developments
related to Form W-9 and its instructions, such as legislation enacted
after they were published, go Io www.irs.govlFormWg.
Purpose of Form
An individual or entity (Form W-9 requester) who is required to file an
information return with the IRS must obtain your corect taxpayer
identification number [iN) which may be your social security number
(SSN), individual taxpayer id€ntification number (lTlN), adopiion
taxpayer identification number (ATIN), or employer identjfication number
(ElN), to report on an information return the amount paid to you, or other
amount teportable on an inforrnation return. Examples of information
returns include, but are not limited to, the following.
. Form 1099-lNT (interest earned or paid)
. Form 1099-MISC (various types of income, prizes, awards, or gross
proceeds)
. Form 1099-8 (stock or mutual fund sales and cerlain other
transactions by brokers)
. Form 1099-S (proceeds from real estate iransactions)
. Form 1099-K (merchant card and third party network transactions)
: l_oJt 1099 (home mortgage interesi), '1 098-E (student loan interest),
1098-T (tuition)
r Form 1 099-C (canceled debt)
. Form 1 099-A (acquisition or abandonment of secured property)
Use Form W-9 only if you are a U.S. person (including a resident
alien), to provide your correct TlN.
lf you do no,t retutn Form W-9 to the requester with a TtN, you might
be subject to backup withholding. See What is backup withholding,
lateL
3 check appropriate box for federal tax classification of the person whose name is entered on line L check only one of thefollowing seven boxes.
n lndividual/soleproprietoror n CCorporation n SCorporation n Partnersnip I Trust/esrate
single-member LLC
Olher
tr
slreet, and apt. or $itlts no.l See loslruclions.5
6 City, state,ZIP code
Social
Part I
number
I 1 6 0 0 1 3 4 I
Part ll
Signature of
U.S, percon )
Cat. No. 10231X Form W-9 (Rev. 10-201s)
I
.1
SUNDAY, JULY 4, 2021
KITtIT S A EY EVEN CI.NTER
W
otle 0 14
ALSOR
FEAT U INQ
MORE CONCERT INFORMATION AND
TICKETS AVAILABLE AT KITTITASVALLEYEVENTCENTEU.CUM
0.,I ft0
c rn rO wnu,viawurno4•cwn
I
i do
PATRIOT NIGHT UNDER THE LIGHTSIeffiftr*}l:_.,r.,1r t !.1: ijl'Oilittvoft IH lr,0,R(lN(i LoI[.vHilt nv (.Arurilll"'icP.qRXII.IGIsARMORY.&clwPooLt*s*W',,!':i!. :i,KITTITAS VAI.I.EYtffikrftr' _I.. j-t..e; iMAP GUIDEWARM-UPARENA{}1 Ticket Office2 Entry Way:- Party Pods- Section 1, 2- Box Seats/ADA3 Entry Way:- Sections 3, 4, 5, 64 Entry Way:- Sections 7, 8, 95 Beer Garden Entry6 Rodeo Arena - Concert7 Behind the Chutes -Patriot After Party8 Food Vendors9 Fairgrounds Entry fromParking Lotsi.,t.CONTACT THE KITTITAS VALLEYEVENT CENTER901 E TTHAVENUE SUITE 1, ELLENSBURG, WA 98926(509) 962-7639 . EVENTCENTER@CO.KITT|TAS.WA.USYARD
Volunteer List 2021,
Name Number of Volunteers Hours
48Antique Military Display 12 members
Ellensburg Rodeo Posse 8 members 40
Community Members 10 members 106
Fair Board 7 members 52
Total 246
Exhibit "B"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
information as follows:
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo or URL with an operational link to the site(s). The URL landing page must use the
correct logos and have a link to centralwashingtonoutdoor.com. Contractors must either keep
the landing page active until time of reimbursement or use a screen capture for full
reimbursement. (lf you are using a live logo as the link to CWO, please ensure the hyperlink is
shown in the screen capture). The logo must be displayed on the contractor's home page, it
must be sized no smaller than% inch in height and must be surrounded by appropriate white
space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or
appearance.
B. Print Advertising and Online Display Advertising of all types (including but not limited to
newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party
websites, streaming displays, social media etc.) must include the County's and appropriate
City's tourism website logo (or URL with a one-click away operational hyperlink). The URL
landing page must use the correct logos and have a link to centralwashingtonoutdoor.com.
Contractors must either keep the landing page active until time of reimbursement or use a
screen capture for full reimbursement. (lf you are using a live logo as the link to CWO, please
ensure the hyperlink is shown in the screen capture). The logo must be sized no smaller than%
inch in height and must be surrounded by appropriate white space to allow easy recognition and
legibility. Contractors shall not change the logo(s) in color or appearance.
C. Video Advertising of all types (including but not limited to television, online, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller lhan% inch in height, and must be surrounded byappropriate
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 ng
1'. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at LOO% 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 atI00% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 A, (2)(a) above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Television Advertising:
1. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at 1-00% 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 atI0O% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 8,2(a) above, advertising may be reimbursed at the rate of 70% of
the total cost, including any production costs.
C. Online Advertisins:
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. Direct Mail:
L. Direct mail advertising may be reimbursed at 100% of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
req uired documentation.
E. Flvers/Posters:
1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 10O% of
the cost, including any production cost. ln orderto receive reimbursement, a list of the
locations where flyers or posters were posted outside of Kittitas County, a signed statement
from the contractor that the list is accurate and a copy of the poster/flyer must be provided
along with other required documentation.
2. Banners which are placed inside of Kittitas County may be reimbursed aI LOO% of the cost,
including any production costs. ln order to receive reimbursement, the banner cannot list a
specified date or location. Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venue/facility of the event may
bereimbursedatl00%ofthecost,includinganyproductioncosts. lnordertoreceive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertisins:
L. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed aIIOO% of the cost, including any production cost.
2. Radio advertising placed with any media provider located inside of Kittitas County may be
reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed atTOO% of the cost, including any production cost.
b. For seasonal or year-round events , or for date-specific events outside of the time-
frame in Section 2F,2(al above, advertising may be reimbursed atthe rate of 30%of
the total cost, including any production costs.
G. Operation Reimbursement:
1. Operation costs may be reimbursed 10O% 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 I00% 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