HomeMy WebLinkAboutLT-2023-002-ChamberSummitSeriesLT-2023-OO2-CHAM BE R SU M M ITT SERI ES
2023 TODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND KITTITAS COUNTY CHAMBER OF COMMERCE
This Contract, effective January t, 2023, is made and entered into by and between -
KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and the KITTITAS COUNTY
CHAMBER OF COMMERCE ("Contractor"), for the KITTITAS COUNTY CHAMBER SUMMITT
SERI ES("Event").
WHEREAS, the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NOW THEREFORE, in consideration of the terms and conditions contained herein, or
attached and incorporated and made a part hereof, the County and the Contractor mutually agree
as follows:
Section 1. Scope of Work.
a. Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A"
which is attached hereto and incorporated herein by this reference.
b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the
following as required to perform the services, described in Paragraph (a) above, in
accordance with this Agreement: Personnel, labor and supervision; technical, professional
and other services. All such services, property and other items furnished or required to be
furnished, together with all other obligations performed, or required to be performed, by
Contractor under this Agreement are collectively referred to herein as "Services."
c. Contractor shall commence, perform, and complete such Services in accordance with
Exhibit "8" which is attached hereto and incorporated herein by this reference.
Section 2. Pavment.
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of five thousand dollars (55,000) (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 five thousand (55,000)
(Kittitas Co lodging tax funding).
c. Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January IO,2023 after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
2023 County Lodging Tox Funding Agreement Page 7
LT-2023-OO2-CHAM BER SU MM ITT SERIES
Attn: Auditor's Accounting
205 West 5th Ave - Suite 105
Ellensburg, WA 98926
a u d ito rsaccou nting@ co. kittitas.wa. us
e. Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
f. Contractor is eligible to claim reimbursement for the following items and amounts only:
r Speaker Fees
o Online Marketing and Promotion
o Venue Rental
o Audio Visual Equipment Rental Fees
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):
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
fol lowing add ress: http ://www.co. kittitas.wa. us/a uditor/defa u lt.aspx
Section 3. Performance bv Contractor
Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County. Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b. Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County. ln no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County. lt is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not, therefore, entitled to any benefits provided
employees of the County.
c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now or hereafter in effect, of any governmental
authority (including, but not limited to, such requirements as may be imposed upon the
County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
2023 County Lodging Tax Funding Agreement Poge 2
LT -2O23-OO2-CHAM B E R SU M M ITT SE R I ES
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, or mental handicap.
e. The Services shall at all times be subject to inspection by and approval of the County, but
the County's making (or failure or delay in making) such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County with sufficient, safe, and proper facilities and equipment for such inspection and
free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or its designee, or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine, audit and copy, with or without notice) all of Contractor's books, documents,
papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release, lndemnitv, and Hold Harmless.
The County assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County, its officers and employees,
agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities,
damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
a
a
a
2023 County Lodging Tox Funding Agreement Page 3
LT -2O23-OO2-CHAM BE R S U M M ITT SE RI ES
a Any breach of or default under this Agreement by Contractor
Section 5. Compliance 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 for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County shall provide notice to
Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c. The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 6- lndustri al 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 indemnify, defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is
mutually negotiated by the parties to this Agreement.
Section 7. lnsurance and Endorsements.
The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses
arising out of personal injury (including death) or property damage that may result from
performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
c. Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
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
a
2023 County Lodging Tax Funding Agreement Page 4
LT-2023.002-CHAM BER SU MM ITT SERIES
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 laneous.
Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
c. Notice for any purpose under this Agreement, except service of process, shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W.
5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by
the County to the Contractor shall be given to the Contractor's address provided on the
signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class,
postage prepaid, certified mail, return receipt requested.
d. The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict, affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
e This Agreement may be executed in one or more counterparts and by facsimile, each of
which will be deemed an original, but all of which together will constitute one and the same
instru ment.
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
a
2023 County Lodging Tax Funding Agreement Poge 5
LT-2023-OO2-CHAM BER SUM M ITT SERIES
violation of any applicable law, ordinance, or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
g. lf any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To
this end, the terms and conditions of this Agreement are declared severable.
h. The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County, State of Washington.
The performance of this Agreement is subject to termination without liability by either party
upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric
Administration, any other agency of the United States Government, or any agency of the
Government of the State of Washington of the occurrence of any circumstance beyond the
control of either party-including, without limitation, acts of God, war, acts of terrorism
within a fifty (50) mile radius of Kittitas County, government regulations, disaster,
pandemic/epidemic illness, strikes or threat of strikes (except that neither party may
terminate this Agreement for situations involving that party's own employees), civil
disorder, or curtailment of transportation facilities-to the extent that such circumstance
makes it illegal , impossible or economically impracticable for the parties to complete the
duties and mutual obligations agreed upon and imposed upon them herein. The ability to
terminate this Agreement without liability pursuant to this paragraph is conditioned upon
delivery of written notice from one party to the other within 10 days of such occurrence or
upon delivery of written notice from one party to the other within 24 hours of the receipt of
notice of the prediction of any of the above occurrences. To the extent feasible within the
constraints imposed by any event of the type described above, the parties agree that if the
triggering event is of apparently or likely transitory effect, the parties may negotiate such
amendments to the agreement that are mutually satisfactory and not otherwise contrary to
law, including but not limited to a change in the dates for completion of any portion or the
entirety of this agreement.
2023 County Lodging Tax Funding Agreement Poge 6
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS
Chair
Vice Chair
Commissioner
ATTEST:
Clerk of the Board
APPROVED AS TO FORM
Deputy Prosecuti ng Attorney
LT-2023-OO2-CHAM BER SU M M ITT SERI ES
CONTRACTOR
IPrint Name]
lAddressl
2023 County Lodging Tax Funding Agreement Page 7
Efhibil'H'
9129122, 10:52 AM LTAC Clerk Review
CLTAC: Clerk Application Review
Current Year Grant
Application
Workshop*
Did you attend the Grant Application Workshop for the current year hosted by the Kittitas County Chamber of
Commerce?
Yes
No
Clerk Verification *Please confirm whether the applicant attended the workshop or not.
Yes
No
Organization I nformation
Name of
Organization *
Organization
Address*
Upload Proof of
Organization Status*
Kittitas County Chamber of Commerce
Street Address
609 N Main St
Address Line 2
City
Ellensburg
Postal / Zip Code
98926
501 c3. pdf
Acceptable file formats include: JPG, PDF or TIFF
Organization is a:*Business
Non-Profit
(Note: Please submit W-9 for business or IRS Designation Letter for non-profit.)
Click here to view sample documents (redacted).
State / Province / Region
WA
Country
United States
45.34K8
Project Contact I nformation
First Name*Matt
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77548/85643?hideHeader=true 1t't3
9129122, 10:52 AM
Last Name*Anderson
Phone Number* 509-929-4165
Email*matt@kittitascou ntychamber. com
LTAC Clerk Review
Project or Event lnformation
ProjecUEvent Name* Kittitas County Chamber Sumitt Series
Service Categories Check all categories that apply to this application
Tourism promotion/marketing
Operation of a special event designed to attract tourists
Operation of a tourism related facility
Other
Event Dates
Please provide any specific dates, or range of dates, on which your event or project will be held. You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates*
1t1t2023
ProjecUEvent
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
Funding Request Max 5,500
End Dates
12t31t2023
Multiple Locations
Ongoing ProjecUEvent (More than four years in existence)
New ProlecVEvent (Four or fewer years in existence)
$ 5000 00
Ifyou selected "Ongoing ProjecUEvent" above this amount may not exceed 10% ofthe total expense budget of
this project.
lf-app-16-03.co.kiftitas.wa.us/Forms/form/submission/history/77548/85643?hideHeader=true 2t13
9129122, 10:52 AM LTAC Clerk Review
Tourism Seasons*From the list beloq what season will your project enhance tourism? Select any which apply
Year-round (January - December)
Off Season (November - February)
' Shoulder Season (October or March - May)
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 | ProjecUEvent Description
Please provide a description of your projecVevent.
Response 1:
ProjecVEvent
Description *
The 2023 Chamber Summit series will take place over a series of dates in 2023.
The summit series is one part networking and one part knowledge download from
a panel of subject-matter experts. The series will cover a variety of relevant topics
for our geographic area, and surrounding counties. The overall goal of the
program is to provide trade related information over very focused topics. The
topics are designed to attract attendees from across the region. This series is in
line with the Chamber's strategy of tapping into the business meeting tourism
market segment.
The program was initially rolled in in2022 and the Chamber is looking to expand
its offerings.
The current list of summits will include
Hospitality/Tourism
Women in Business
Craft Brewing
Economic Summit
Farm/ForesVWater
Agri-Tourism
Each Summit will consist of multiple speakers, followed up by an onsite tour or
activity associated with the particular event. Each summit will typically be only a
single day. The various summits will have either the meeting or activity at various
locations throughout the county depending on the subject matter.
Each summit is meant to be educational and relevant to the current economic
climate. They are meant to be very relevant and the content is actionable for
whatever discipline that is being presented. lt is important that they are engaging
and fhat is whv we nair them with some sort of activitv to keen the attendees
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77548/85643?hideHeader=true 3t't3
9129122, 10:52 AM LTAC Clerk Review
active participants from start to finish
The following summits and their paired activity are
Hospitality/Tourism - Paired with Washington Fairs and Events Association
regional Meeting
Women in Business - paired with tours of Ellensburg Women owned/operated
Businesses
Economic Summit - TBD based on availability and current economic climate
Agri-Tourism - Paired with a tour highlighting the operational aspect of "The
Patch" just outside of Ellensburg.
Craft Beer-Wine - tour of CWU Craft beer program
The agenda and activities will develop as more speakers are secured
2500 character limit
Video Link Please provide us link to a brief video summary of you organization's evenvproject. You MUST be present at the
Q&A meeting to qualifo for funding.
https: //youtu. be/P n PC K4Qosn I
List of lntended Use of Funds*
Speaker Fees
Online Marketing and Promotion
Venue Rental
Audio Visual Equipment Rental Fees
2l Supporting Kittitas County as a tourism destination
1. Away from their place of residence or business and staying overnight in paid accommodations;
2. To a place fifty miles 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.
lf-app-16-03.co.kiftitas.wa.us/Forms/form/submission/history/77548/85643?hideHeader=true 4t13
9125122,10:52 AM
Response 2.1 *
LTAC Clerk Review
Why would tourists travel to Kittitas County to attend your evenVactivity/facility?
The topics cover a range of topics that are very relevant to the areas surrounding
Kittitas County. By piggy backing with a tour or other activity the offering becomes
an attractive offering. To be clear, the intent of these summits is too have topics
that have regional interest and will attract from outside our county.
These are highly targeted audiences that should find the specific topic very
relevant and enticing to attend. For instance, in the case of the Hospitality Summit
- we will be targeting hotel operators, restaurant owners, and event planners not
only in our county, but surrounding counties as well. We will be using the various
associations that those members are part of to promote the summit (CVBs,
Hospitality Association, WFEA, etc.)
The Chamber has a number of professional connections we can tap into to bring
high quality speakers to the summits. The quality of the speakers/presenters is a
key part of our strategy. Our current list of presenters include:
Bruce Skinner - President - Washington Fairs and Events Association
Anthony Anton - President - Washington Hospitality Association
Hillary Jensen - Owner/Operator - The Patch Farms
Cole Provence - Lecturer- CWU Craft Brewing Program
Based on funding, availability of venues and tour locations - additional speakers
will be added.
2500 character limit
lf-app-',l6-03.co.kittitas.wa.us/Forms/form/submission/history/77548/85643?hideHeader=true 5t13
9129122, 10:52 AM
Response 2.2*
Application Questions: Part 2
3l lmpact
Response 3:
Measuring Results*
Application Questions: Part 3
LTAC Clerk Review
Describe the prior success of your evenUactivity/facility in attraction tourists.
ln 2022 we conducted both the Economic Summit as well as the Hospitality
Professional Summit at Hotel Windrow. Each of those summits brought in
approximately 20 people each, plus speakers. This was done with nominal
advertising and we believe with our targeted approach we will be able to increase
that number.
While this event is new on our docket of events, the Chamber has a proven track
record of event production. These events include Winterhop Brewfest,
lndependence Day Celebration, Bite of the Burg, and the Enterprise Challenge, to
name but a few.
Our success stems from the ability to reach broad audience through our numerous
professional connections and associations. Through the Chambers multiple
affiliations, as well as through the affiliations that our members hold - we are able
to tap into multiple organizations
We believe that business/meeting tourism is a market that has the real potential to
grow within the County and we this is a way to promote a segment that has been
under utilized in the past.
2500 character limit
Describe how you will promote your evenVactivity/facility to attract tourists.
The Chamber has a proven method for hosting summits. We use Google Forms to
handle all of our registrations. The forms are highly customizable and can track zip
code as well as over night stays. The form is accessible on desktop and mobile
devices for ease of use. This will be the primary tracking for these summits, and
will contain all the information we need.
ln addition to advance registration, we are able to use the system for onsite
registration as well to capture those attendees who just "show up" without
registering beforehand.
ln the event that our summit will result in overnight stays, we will have "swag
bags" of pertinent items at designated hotels. We will know how many stays are
generated based on how many bags were picked up from the hotels.
2500 character limii
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77548/85643?hideHeader=true 6/1 3
9129122, 10:52 AM LTAC Clerk Review
4l Collaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other events,
how is this accomplished?
4.1 Collaboration *The Patch
WFEA
HotelWindrow
EDA
CWU
As other summit agendas come into focus, additional partners will be added. Each
partner will have the opportunity to provide information to our summit attendees.
This information could be promotion of their own events or business.
2500 character limit
4.2 Promoting Local
Business *
Describe how you will promote lodging establishments, restaurants, and business located in Kittitas County
The summits will allow each partner the ability to present information related to
their business, organization or event.
As in the past, we've used multiple venues to host our various speakers. Our last
use of this is when the Chamber hosted the WFEA regional meeting last spring.
We used the Hotel Windrow, Fitter's Furniture, The Blue Rock Salon and the
Foundry to hold break out sessions. We plan to use a similar model in whatever
city we hold a summit in.
On our registration page we will have the ability to promote all partnered business,
sponsors, and other relevant businesses that pertain to the corresponding summit.
2500 character limit
4.3 Host Hotel*ls there a host hotel for your event or grant project? lf yes, list the hotel
No
5l Future Plans
Please explain what plans exist to allow this project to become self-sustaining. lnclude any plans for ticket
sales, event sponsors, and other cost-recovery models.
Yes.
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77548l85643?hideHeader=true 7t13
9129122, 10:52 AM LTAC Clerk Review
Future Plans*lf successful, we believe that this will become a regular portion of the Kittitas
County Chamber of Commerce programming. We believe that the program will
gain traction and attract sponsors. For instance if a sponsorship was successful,
the Economic Summit would be renamed to reflect that. The Economic Summit
brought you by "XYZ Company."
ln addition, as demand for the summits increase, we would be open to having a
registration fee. Similar meetings in other locations have been able to charge a fee
of $35 to $75 depending on the topic, membership status, and scarcity of space.
Some summits may afford the opportunity to have vendors or a mini-trade show
that could also generate some revenue.
2500 character limit
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.
Additional lnformation 2500 character timir
You may upload any supporting documents such as graphs, images, diagrams, marketing materials, etc.
You are allowed to submit up to 3 single page (US Letter) documents in JPG, PDF or TIFF format
7l Previous Lodging Tax Grant lnformation
Supporting
Documents
Previous Years
Awarded Lodging Tax
Grants*
Overall Attendance
Past Actual*
50
Has your event received Lodging Tax funds in previous years?
No, this evenUproject has not previously received Lodging Tax Funding
Yes, 1 year previous
Yes, 2 years previous
Yes, 3 or more years previous
Projected *
250
Number of people travelling more than 50 miles for your event?
If-app- t 6-03.co.kittitas.wa.us/Forms/form/submission/history/77548l85643?hideHeader=true 8/1 3
5129122,10:52 AM LTAC Clerk Review
Past Actual *
10
Projected *
50
Number of people traveling from outside WA State for your event?
Past Actual* Projected *
00
The number of overnight guests who stay in paid accommodations in Kittitas
County for your event
Past Actual* Projected *
0 15
Number of paid lodging room nights resulting from you event/activity/facility?
Past Actual* Projected *
0 15
Prior Year Paid
Overnight Stay Data
Past Methodology *
ln addition to field above, you may upload the evidence to support the prior years' room/night information.
You may upload up to three single pages (US Letter), of information. lf you a single multi-page document, only
the first three pages will be considered. The following formats, will be accepted: JPG, PDF or TIFF
What methodology did you use to calculate the 2019 actual numbers?
' Direct Count (preferred)
lndirect Count
Representative Survey
I nformal Survey (preferred)
Structured Estimate
Other
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77548/85643?hideHeader=true 9/1 3
9129122, 10:52 AM
Projected
Methodology *
Methodology
Narrative *
Matching Funds
Percentage
LTAC Clerk Review
What methodology will you use to calculate the upcoming numbers?
Direct Count (preferred)
lndirect Count
Representative Survey
lnformal Survey (prefened)
Structured Estimate
Other
Please explain.
As these are all events that have some sort of registration - either advance or in
person at the event - we will have very complete picture of demographics
including over night stays.
2500 character limit
'16.00
This field will auto fill with the correct percentage based on your input to budget section below.
Application Questions: Part 5
8l Funding
Does your organization have, or have you applied for, grant funding from other sources? lf not, why not? lf yes, please
list the funding you have for the project, including any volunteer and in-kind sources in Question 9l Project Budget
Overview.
Funding sources and amounts which have not yet been secured will be listed separately, in the field(s) direcily below.
Finally, what changes would occur if the project couldn't be funded?
Other Funding *Does your organization have, or have you applied for funding from other sources?
Yes ' No
Explanation *lf not, why not?
The amount we are is relatively small. At this time we haven't received grant
funding. Last year we did have some in-kind trade available and will look at those
opportunities again. The Chamber has an existing sponsorship package that we
will utilize to help fund this program as well.
2500 character limit
Funding Shortfalls*What changes will be made if funding for your request is not available or recommended?
Our intent is to have highly sought at speakers. Without adequate funding, high
quality speakers may be outof our reach. ln addition, the use of certain venues or
attractions may be outside of our reach as well.
2500 character limit.
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77548/85643?hideHeader=true 10t13
9t29122, 10:52 AM
Verification of ln-kind
Contributions
Past Actual 3
LTAC Grant Funding $ 0.00
All Other Revenues
LTAC Clerk Review
For any claimed in-kind contribulions valued at $500 or more and related to marketing/advertising, you must
submit verifying documentation which assures the contribution will be provided.
9l Project Budget Overview
Please complete budget for this projecUproposal. lf your agency operates independently of this project application it
may not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to
the projecUevent for which you are requesting funding and adheres to the basic budget format shown below.
The budget must include anticipated revenues, expenditures, and any potential profit or loss. For projects/events which
are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations
(need not be consecutive) for the projecVproposal 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 allapplicants, not allfields 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.
Budget Year
Edit if necessary 2020 2021 2022 2023
Revenues From Consolidated Lodging Tax Grant
Account Name
Sponshorship
Registrations
Past Actual 3
$ 0.00
$ 000
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
$000
Past Actual 1
$ 0.00
Past Actual 1
$ 0.00
$ 0.00
Projected
$ 5,000 00
Projected
$ 300.00
$ 500.00
ln-Kind Contributions (except volunteerism)
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77548/85643?hideHeader=true 't1t13
9t29122, 10:52 AM
Account Name Past Actual 3
$ 0.00
Contributions of Volunteer Time
Number of Hours
Calculated Value of $ 0.00
Projected Volunteer
Time
Revenue Totals
Past Actual 3
$ 000
Past Actual 3 Past Actual 2 Past Actual 1
Past Actual 3
$ 0.00
$ 0.00
$ 000
$ 0.00
Past Actual 2
$000
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
$ 000
$ 0.00
$ 0.00
Past Actual 2
$000
Past Actual 2
$ 0.00
LTAC Clerk Review
Past Actual '1
$ 0.00
Past Actual 1
$ 0.00
Past Actual 1
$ 0.00
$000
$ 0.00
$ 0.00
Past Actual 1
$ 0.00
Past Actual '1
$ 0.00
Projected
$
Projected
0
Projected
$ 5800 00
Projected
$ 2500.00
$ 1000.00
$ 1500 00
$ 500.00
Projected
$ 5500 00
Projected
$ 300.00
Expenses
Speaker Fees
Venue Fees
Marketing Promotion
Audio Visual
Expense Totals
Profit & Loss
Past Actual 3
$000
Past Actual 3
$000
Application Certification
The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any contract
arising from this application, unlawfully discriminate against any employee, applicant for employment, client, customer,
or other person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military
status, sexual orientation, creed, place of birth, or disability; 2.fhal it will abide by all relevant local, state and federal
lf-app-'16-03.co.kittitas.wa.us/Forms/form/submission/history/77548185643?hideHeader=true 12t13
9129122, 10:52 AM LTAC Clerk Review
laws and regulations and; 3. That it has read the information contained in the lnstructions on pages 'l and 2 and
understands and will comply with all provisions thereof.
Certified by Sign
Name*Matthew Anderson
Applicant's Title* Director of Tourism
lf-app-16-03.co.kiftitas.wa.us/Forms/form/submission/history/77548/85643?hideHeader=true 't 3/13
00 L
.ffi in s flff rtr"ff",".fl H F..,ff ?F.O, Box 2508r Roonr 40I0Cihclnnati OH 45ZOl
TITTITAS COUNTY609 N }.IAIN ST
EL LEflSBURc ttA
fn reply refan to: ItOZTEEIZ?9ilar. 2e , 20rz LTB 4168C---;' -
9I-0zl 0430 000000 00
00059115
80DC; TE
CHAHBER oF COJ'II,IERcE
989?6-3I0eK}}ffi
027928
please refer to our website www.irs.gqvleo for lnfornatlfirins requireinants. spocificalry, "r"tior, 6'ii(Jr o* tnlnaf;:r"otnn"" pravrdes thst'. fpirsre ;;-;ire an ;r;;;i-inrorm.tion return for threecon$ecutlyE ysaps results in revocatlon of tax-exenrpt status as of$'ht filins dua date of tn€ thirrl "eturn fo. o"g"nrzations requrred tof.i'le. We wili publistr a iist of organii.tion" whose tax_axenpt;::ll;r;i"rl"]ilij ilii: section eiliiiir-or the codg_;;;," wabsite
rf vou have any questione, prease calr us at the tetephone numbershown in the headlng of ttris lstter.
Sincelely yours,
Enpfoyer Identification Number:
ro!r Freet;:i:;r:;""i3ff;:;
Dear Taxpayerl
*;:,.;;";""i;i'il::.::";l,l.lil;.r0, 2s12, request for infornation
oun records rndicate that you ,nere recognrzed as exenpt underi:;tl:", 3:ij;, If rrllr.linil*,"nar, Revenu" -c,a. in a
_Jli"i,in"tion
Because you ars not an organlzetion described in sectlon 170(c)'of thecode., 'd'o'nors mav not aedult contributions iaaa to you. you shouldadvise" ylbur contributo." io ttr"t "f f ect.
ryrj,h"*"
9l-02t0450
Sophia Erown
L-877-a?,9-5500
Cindy ThonasHanagerr Eo Deterninations
Exhibit "8"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Brandins
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 Advertisins of alltypes (including but not limited to television, online, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller than% inch in height, and must be surrounded by appropriate
white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in
color or appearance.
All logos and website information may be obtained by contacting the Director of Tourism, Kittitas
County Chamber of Commerce.
Section 2. 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 Advertisins
L. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at IOO% of the cost, including any production costs. To
operate exclusively outside of Kittitas County, the provider must not be physically located in
the County and/or not distribute any media within the County.
2. Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 10 days prior to
the event may be reimbursed at lOO% 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
L. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at 100% of the cost, including any production cost.
2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed at IOO% 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 7O% of
the total cost, including any production costs.
C. Online Advertising:
t. 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 tOO% of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
required documentation.
E. Flvers/Posters:
L. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of
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 posterflyer must be provided
along with other required documentation.
2. Banners which are placed inside of Kittitas County may be reimbursed at LOO% of the cost,
including any production costs. ln order to receive reimbursement, the banner cannot list a
specified date or location. Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venue/facility of the event may
be reimbursed at 100% of the cost, including any production costs. ln order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking /Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertisins:
L. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at 7OO% 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 tOO% 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(a) above, advertising may be reimbursed at the rate of 30% of
the total cost, including any production costs.
G. Operation Reimbursement:
1. Operation costs may be reimbursed LOO% 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
at !OO% 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