HomeMy WebLinkAboutLT-2023-004-CowboyCross_RLT-2023-004- COWBOY CROSS
2023 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND WEBB EVENTS LtC
This Contract, effective January 1,2023 is made and entered into by and between KITTITAS
COUNry ("County"), a subdivision of the State of Washington, and the WEBB EVENTS LLC
("Contractor"), for the COWBOY CROSS("Event").
WHEREAS, the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NOW THEREFORE, in consideration of the terms and conditions contained herein, or
attached and incorporated and made a part hereof, the County and the Contractor mutually agree
as follows:
Section 1. 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 forty five thousand and five hundred dollars (545,500)
Funding amount and who funded. (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 forty five thousand and
five hundred dollars (S45,500) (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 tO,2023 after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn : Auditor's Accounting
2023 County Lodging Tax Funding Agreement Page 7
LT-2023-004- COWBOY CROSS
205 West Sth Ave - Suite 105
Ellensburg, WA 98926
au d itorsaccou 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
. Social Media Development
. Design
. Content Development
. Digital Marketing
. Design Fees
. Advertising
. Facility Rental
. Website Development
r Event Activities
r Talent Fees
. Print Marketing
. Web Design, Updates, and Hosting
. Equipment Hire
o Entertainment
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 lowin g add ress: http://www.co. kittitas.wa. us/a uditor/defa u lt.aspx
Section 3.ce bv Contractor.
a Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County. Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b. Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County. ln no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
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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
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, maritalstatus, orthe 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. lndem nitv, and Hold Harmless.
The County assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County, its officers and employees,
agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities,
damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
Any fault, negligence, strict liability or product liability of Contractor in connection with thea
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Services for this Agreement;
a Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
a Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
a Any breach of or default under this Agreement by Contractor
Section 5. 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 forthe County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 6- I I 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. lnsura 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.
a
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c. Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County as an Additional lnsured and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Sectio n 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. M iscellaneous.
a Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
c. Notice for any purpose under this Agreement, except service of process, shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W.
5th Ave. Ste. 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.
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e. This Agreement may be executed in one or more counterparts and by facsimile, each of
which will be deemed an original, but 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
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.
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KITTITAS COUNTY
BOARD OF COUNW COMMISSIONERS
Chair
Vice Chair
Commissioner
ATTEST:
Clerk of the Board
APPROVED AS TO FORM
Deputy Prosecuti ng Attorney
CONTRACTOR
IPrint Name]
[Address]
2023 County Lodging Tax Funding Agreement Poge 7
Exhibi+'N
9129122,'12:23 PM LTAC Clerk Review
CLTAC: Clerk Application Review
Current Year Grant
Application
Workshop*
Name of
Organization *
Organization
Address*
Upload Proof of
Organization Status*
Street Address
6280 Badger Pocket Road
Address Line 2
City
Eltensburg
Postal / Zip Code
98926
W-9 Webb Events 2022 (1).pdf
Acceptable file formats include: JPG, PDF or TIFF
State / Province / Region
WA
Country
United States
792.93K8
Did you attend the Grant Application Workshop for the current year hosted by the Kittitas County Chamber of
Commerce?
Webb Events LLC
Yes
No
Clerk Verification *Please confirm whetherthe applicant attended the workshop or not.
Yes
No
Organization I nformation
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).
Project Contact I nformation
First Name*Matthew
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Last Name*Webb
Phone Number* 509-899-1158
.,*Email webbeventswa@g ma il. com
Project or Event lnformation
ProjecUEvent Name* CowboY Cross
Service Categories Check all categories that apply to this application
Tou rism promotion/marketin g
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*
9t21t2023
ProjecUEvent
Location *
New or Ongoing
ProjecUEvent? *
Amount of Funding
Requested *
Funding Request Max 117,272
End Dates
9t25t2023
Kittitas County Fairgrounds Rodeo Arena
Ongoing ProjecUEvent (More than four years in existence)
New ProjecUEvent (Four or fewer years in existence)
$ 45500.00
lf you selected "Ongoing Project/Event" above this amount may not exceed 1 0% of the total expense budget of
this project.
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Tourism Seasons*From the list below, 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 project/event.
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Response 1:
ProjecUEvent
Description *
Video Link
LTAC Clerk Review
We are seeking funds to support the marketing of our event, targeting attendance
from 50 miles outside of Kittitas County, specifically from King and Pierce
counties, as well as the Yakima Valley. Cowboy Cross is a top level enduro-cross
race and bull riding event held annually in the world-famous Ellensburg Rodeo
arena during late September. These two events have never been combined before
anywhere in the world until they met together with the intro of Cowboy Cross in
2018. Now hosting the event, we have seen it grow exponentially and have seen it
become a major tourism pillar and economic driver in Kittitas County. We are
seeking marketing funds support to help grow it to its full capacity for the second
year, as our lodging tax fund support has enabled us to grow lhe 2022 event on a
larger scale.
The event features multiple competitions, a beer garden, plus open entries to the
Saturday main race event. The Kittitas County Rodeo Arena can fit up to 10,000
seated attendees, and our upward trend of filling those seats displays the potential
for this event being one of Kittitas County's largest niche tourism attractions.
Hosting an open practice run the night before the event strengthens our impact,
our projections are conservatively estimating the stays of Saturday night stays
only.
This year, we have been able to increase our ticket prices to $25 instead of $20
for the September 17th, 2022 event. We have been able to secure a first-time-
ever partner hotel with a room block and discount code for Cowboy Cross
attendees, and have deployed our first formal paid marketing campaign on social
media that reached over 117,000 targeted users from outside of Kittitas County,
driving over 3,500 people to our website to purchase tickets.
Our application will assist us in bolstering our current efforts, and refining our
event-specific brand through various advertising tactics to audiences we know will
want to visit Ellensburg for this one-of-a-kind gathering.
Funding from this application will help us continue to invest in the marketing of this
event, developing a longterm organic and paid online advertising campaign that
can be deployed throughout the year to generate awareness of the event, and
drive tourists to a clean, customized website to book their tickets and learn more
about staying in Ellensburg.
2500 character limit
Please provide us link to a brief video summary of you organization's evenVproject. You MUST be present at the
Q&A meeting to qualifu for funding.
https : //d rive. g oog le. co m/f i le/d/ 1 6tj mAXbWPd
C r8XL02 J CWi H O B On Oj-v KBiview?
usp=sharing
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List of lntended Use of Funds*
Social Media Development
Design
Content Development
Digital Marketing
Design Fees
Advertising
Facility Rental
Website Development
Event Activities
Talent Fees
Print Marketing
Web Design, Updates, and Hosting
Equipment Hire
Entertainment
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.
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Response 2.1 *
Response 2.2*
Application Questions: Part 2
3l lmpact
LTAC Cterk Review
Why would tourists travel to Kittitas County to attend your event/activity/facility?
Many tourism demographics that would describe Ellensburg as a location they
would like to travel to have similar interests as the attendees we see at this event.
ln the most recent Strategic Plan for the City of Ellensburg, we see that the top
reasons visitors choose to visit Ellensburg are for events like this, plus similar
audience interests such as our unique downtown, music, natural assets like the
Yakima River, as well as foodies seeking incredible dining and drinking
experiences before and after the show. Part of our strategy around targeting
tourists is to set campaigns up to hit these demographics with targeted ads as
well.
This event combines two extreme sports in the same arena at the same time at an
affordable price of just $25. lt brings the Kittitas County "Cowboy Culture" in our
community, and keeps the excitement to visit into late September when tourism
rates start to drop annually.
Our Eventbrite ticket sales for our 2022 event show a 69/% of the turnout being
from outside of Kittitas County, and we believe that the reason for this interest is
that there is truly nothing else like it in the state of Washington and beyond.
2500 character limit
Describe the prior success of your evenUactivity/facility in attraction tourists.
The growth of the event has steadily seen an increase since it began. lt has seen
tourism growth as attendance, and has doubled in size since. We are still
analyzing the data from the 2022 event that just happened on September 17th,
2022, bul we can confirm that ticket sales have skyrocketed to 2,446.
We will have more wins to share during the oral presentation after the execution of
our 2022 event on September 17 , 2022, but here are some high points of success.
We had a record-breaking amount of sponsors
The beer garden that the Kittitas County Sheriff's Association hosted for the Ryan
Thompson memorial, and brought together many local agencies. We had
sponsors for the alcohol, and all the money that was made went to a program
called, "Cops and Bobbers Fishing Derby".
We had a record-breaking amount of vendors
It was our best sales year yet
2500 character limit
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Response 3:
Measuring Results*
LTAC Clerk Review
Describe how you will promote your evenUactivity/facility to attract tourists.
We will attract tourists to this event through various different advertising avenues
like radio, a TV commercial, ongoing social media organically, and paid social
media ads that reach a bigger demographic in urban areas with a much bigger
population than Ellensburg and Kittitas County.
We will actively target and reach audiences in major tourism-driving regions over
50 miles away from Ellensburg, including King County and Pierce County. Not
only will we target major western Washington regions, but we will also implement
interest based targeting to ensure our ads are being served to middle to high
income demographics with interests in motocross, bull riding, rodeos, historic
towns, food and beverage, live events, and western lifestyle.
2500 character limit
Application Questions: Part 3
4l Collaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other events,
how is this accomplished?
4.1 Collaboration *Cowboy Cross works with the Chamber of Commerce and tourism office to
promote this event annually. We collaborate with partners and influencers in this
niche community to help grow and promote this event on a national level,
including The Northwest Offroad Championship Series, Gibson and Son, and
Daniel Beard with Daniel Beard Rodeo Company who is able to help promote the
event, attracting prospective talent that each brings individual spectators. For
2022, we had 37 bull-riders signed up that each have their own fan bases that
travel to watch them perform.
2500 character limit
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4.2 Promoting Local
Business *
LTAC Clerk Review
Describe how you will promote lodging establishments, restaurants, and business located in Kittitas County
Our website features the tourism website logos that link to learn about things to do
in town. We work hard to create a marketing campaign that features each one of
our sponsors, primarily local businesses leading up to the event dates. We like to
"Support those who support the sport", and share the various businesses in our
community with event attendees both before and during the event. Event sponsors
for 2022 include T and T Electric, Meraki Salon and Spa, Sound Tile and Marble,
lnland Construction Group, The Red Horse Diner, and Cashmere Valley Bank.
We also refer our attendees and participants to stay at local accommodations and
dine at various restaurants within Kittitas County, and encourage them to put their
money back into our rural region through every messaging point of the event. With
our 2023 website remodel, we are implementing an entire webpage that is
dedicated to featuring local businesses and tourism attractions with itinerary
inspiration for their stay.
2500 character limit
4.3 Host Hotel*ls there a host hotel for your event or grant project? lfyes, list the hotel.
No
Yes. The Comfort lnn
5l Future Plans
Please explain what plans exist to allow this project to become self-sustaining. lnclude any plans for ticket
sales, event sponsors, and other cost-recovery models.
Future Plans*Our future plans include
Growing our host hotel accommodation options
lncreasing both spectator and participant attendance year over year
lmplementing the ability to take credit cards at the event for the first time ever in
2022
Establishing website remodel with user friendly online ticket purchasing in 2023
Increasing the event to be a full two-day event in the future
With the capacity to host 10,000 people, we plan to continue to increase event
attendee numbers with a goal of hitting 4,000 attendees by 2023.
2500 character limit
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Application Questions: Part 4
6l Additional lnformation
Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your
project and its benefit to tourism.
Additional lnformation 2022was our best attendance yet, on September 17,2022with2,446 tickets sold
We will have more metrics recapping our event success at the oral lodging tax
presentation, but are still compiling the exact data from Ihis2022 event that was
conducted after the original lodging tax application deadline. The attendance
numbers below compare 2022 actuals to 2023 projections with the information
that we do have
2500 character limit
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*
2,446
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 *
2,690
Number of people travelling more than 50 miles for your event?
Past Actual* Projected *
1,687 1,855
Number of people traveling from outside WA State for your event?
Past Actual* Projected *
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38 41
The number of overnight guests who stay in paid accommodations in Kittitas
County for your event
Past Actual* Projected *
300 330
Number of paid lodging room nights resulting from you evenVactivity/facility?
Past Actual*
120
Prior Year Paid
Overnight Stay Data
Past Methodology*
Projected
Methodology *
Methodology
Narrative*
Application Questions: Part 5
Projected *
132
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 Su rvey (preferred)
' Structured Estimate
Other
What methodology will you use lo calculate the upcoming numbers?
Direct Count (preferred)
lndirect Count
Representative Survey
lnformal Survey (preferred)
Structured Estimate
Other
Please explain.
We use online ticket sales to determine the attendance, success, and projections
of this event.
2500 character limit
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77532185669?hideHeader=true 10t14
9129122, 12:24 PM LTAC Clerk Review
8l Funding
Does your organization have, or have you applied for, grant funding from other sources? lf not, why not? lf yes, please
list the funding you have for the project, including any volunteer and in-kind sources in Question 9l Project Budget
Overview.
Funding sources and amounts which have not yet been secured will be listed separately, in the field(s) directly below.
Finally, what changes would occur if the project couldn't be funded?
Other Funding *Does your organization have, or have you applied for funding from other sources?
Yes No
Explanation *lf not, why not?
Additional funding is secured primarily through sponsors
2500 character limit
Funding Shortfalls*What changes will be made if funding for your request is not available or recommended?
lf funding for this event is not supported, we would have to continue our current
marketing relying much more on word of mouth. This impact will result in fewer
people reached, leading to a smaller event overall, with less opportunity for
sponsorship growth and followup tourism in the future.
2500 character limit.
Matching Funds
Percentage
Verification of ln-kind
Contributions
252.75
This field will auto fill with the correct percentage based on your input to budget section below.
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.
9l Project Budget Overview
Please complete budget for this projecVproposal. 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 projecUproposal 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.
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77532l85669?hideHeader=true 11t14
9129122, 12:24 PM LTAC Clerk Review
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.
Budget Year
Edit if necessary 2020 2021 2022 2023
Revenues From Consolidated Lodging Tax Grant
Past Actual 3
LTAC Grant Funding $ 0.00
All Other Revenues
Account Name
Sponsors
Ticket Sales
Merch
Past Actual 3
$ 0.00
$ 0.00
$000
Past Actual 2
$ 0.00
Past Actual 2
$ 28000.00
$ 34000.00
$ 10000 00
Past Actual 2
$000
Past Actual I
$ 25,250.00
Past Actual 1
$ 31000.00
$ 61150.00
$ 12911 .00
Past Actual 1
$ 0.00
PastActual 1
574
Projected
$ 45,500.00
Projected
$ 35000.00
$ 65000.00
$ 15000.00
Projected
$ 0.00
Projected
631
ln-Kind Contributions (except volunteerism)
Account Name Past Actual 3
$ 0.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2
Number of Hours 0 0
Evidence of VOlUnteef Please upload a single file which offers evidence in support of the projected volunteer hours
Contributions* Volunteer hours Worksheet per job tifle (2).pdf 4.71Mr^
lf-app-16-03.co.kiftitas.wa.us/Forms/form/submission/history/77532185669?hideHeader=true 12t14
9129122, 12:24 PM
Calculated Value of
Projected Volunteer
Time
Revenue Totals
Expenses
Arena Rental
lnsurance
Merch
Track Build
Daniel Beard Rodeos
Trophys
Emergency Standby
Marketing
Website
Catering
Winner Payouts
Radio Ads
Announcer
Videography
Photography
Security
Kittitas County Fire
Speaker Rental
DJ
Utensils
Liquor License
$ 14,866.36
Past Actual 3
$ 0.00
Past Actual 3
$ 0.00
$ 0.00
$ 0.00
$000
$ 0.00
$000
$ 0.00
$ 0.00
$000
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$000
$ 0.00
$ 0.00
Past Actual 2
$ 72000.00
LTAC Clerk Review
Past Actual 1
$ 130311.00
Projected
$ 175366.36
Projected
$ 3302.00
$ 3000.00
$ 20000 00
$ 25000.00
$ 17000.00
$ 3000 00
$ 750.00
$ 7000.00
$ 4000 00
$ 7000.00
$ 15000.00
$ 1500 00
$ 1500.00
$ 1500.00
$ 1000.00
$ 3500 00
$ 500.00
$ 1000.00
$ 600.00
$ 400.00
$ 20.00
Past Actual 2
$ 3200.00
$ 2800.00
$ 11000.00
$ 16500.00
$ 11500.00
$ 3000.00
$ 0.00
$ 3300.00
$ 0.00
$ 6300.00
$ 8000 00
$ 1000 00
$ 1000 00
$ 800.00
$ 500.00
$ 1800 00
$ 500.00
$ 500.00
$ 400.00
$ 400.00
$ 20.00
PastActual 1
$ 3302.00
$ 2454.00
$ 13672.00
$ 16128.00
$ 14100.00
$ 2500 00
$ 750 00
$ 4285.00
$ 0.00
$ 6699.06
$ 6800.00
$ 1000.00
$ 1200.00
$ 1000.00
$ 750.00
$ 2600.00
$ 500.00
$ 750 00
$ 400.00
$ 400.00
$ 20.00
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77532l85669?hideHeader=true 13t14
9129122,12:24 PM
Office Materials
Expense Totals
Profit & Loss
Certified by:
Name*
$ 300.00
Past Actual 3
$ 300.00
Past Actual 3
$ -300.00
$ 300.00
Past Actual 2
$ 72820 00
Past Actual 2
$ -820 00
LTAC Clerk Review
$ 502 00
Past Actual 1
$ 79812.06
Past Actual 1
$ 50498.94
$ 700 00
Prolected
$ 117272.00
Projected
$ 58094.36
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. Thal 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 and 2 and
understands and will comply with all provisions thereof.
Matthew Webb
Applicant's Title* Owner
lf-app- 16-03.co.kittitas.wa.us/Forms/form/submission/history/77532185669?hideHeader=true 14t14
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l,ll-g Request for Taxpayer
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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 forfull
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
a ppea ra nce.
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 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 Advertising:
I. 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 tOO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 8,2(al above, advertising may be reimbursed at the rate of 7O% of
the total cost, including any production costs.
C. Online Advertising:
1. Online advertising and promotion may be reimbursed at 100% of the cost, including any
production cost.
2. Streamed media (radio, television, other) requests for reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County. Reimbursements will be allowed for the percentage distributed
outside of Kittitas County, including any production costs.
D. Direct Mail:
I. 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
1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at LOO% 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 al tOO% 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 tOO% of the cost, including any production costs. ln order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertising:
L Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at LOO% 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 LOO% 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,2la) 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 reimburse d 7OO% 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\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