HomeMy WebLinkAboutLT-2023-005-PoineerDaysLT-2023-OO5-PION EE R DAYS
2023 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND KITTITAS COUNTY CHAMBER OF COMMERCE
This Contract, effective January 1.,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 PIONEER DAYS/INDEPENDENCE DAY CELEBRATION
("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 fourteen thousand fifty dollars (S14,050.00) (Kittitas Co.
lodging tax funding).
b. Additional payment terms: The County will make payment to the Contractor only on a
reimbursement basis, as receipts/invoices for any items including marketing and/or
advertising are submitted to the County, not to exceed the sum of fourteen thousand fifty
dollars (S14,050.00) (Kittitas Co lodging tax funding).
c. Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January 70,2023 after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
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Attn: Auditor's Accounting
205 West Sth Ave - Suite 105
Ellensburg, WA 98926
a u d itorsaccounting@ 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:
. Digital Marketing
. Stage Rentalr Entertainment Fees
r Porta-Potty and Handwashing Stations
.Garbage Collection and Removal
r Bounce House Rental
. Carnival Costs
r Permits and Fees associated with events
. Bank and Ticketing Fees
. Fencing
o Tent
r Print Material
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.
l. 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 lowi ng a dd ress: http ://www.co. kittitas.wa. us/a uditor/defa u lt.aspx
Section 3. Performance bv Contractor
a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County. Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b. Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County. ln no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County. lt is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not, therefore, entitled to any benefits provided
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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, lndemnity, 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;
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a
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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
Any breach of or default under this Agreement by Contractor
a
a
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 42.55 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 5. Industrial 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. Insurance and Endorsements
a. The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses
arising out of personal injury (including death) or property damage that may result from
performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
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 Cou nty's written req uest a nd the insu ra nce documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
e. Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County as an Additional lnsured and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8. Termination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. ln the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of
the date of the notice of termination.
Section 9. Miscellaneous.
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.
Notice for any purpose under this Agreement, except service of process, shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W.
Sth Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by
the County to the Contractor shall be given to the 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.
c
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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
instrument.
f. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
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 COUNTY COMMISSIONERS
Chair
Vice Chair
Commissioner
ATTEST:
Clerk of the Board
APPROVED AS TO FORM
Deputy Prosecuting Attorney
CONTRACTOR
IPrint Name]
lAddressl
2023 County Lodging Tax Funding Agreement Page 7
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CLTAC: Clerk Application Review
Clerk Verification *Please confirm whether the applicant attended the workshop or not.
Yes
No
Organ ization I nformation
Current Year Grant
Application
Workshop*
Name of
Organization *
Organization
Address*
Upload Proof of
Organization Status*
Street Address
609 N MailSt
Address Line 2
City
Ellensburg
Postal / Zip Code
98926
501c3.pdf
Acceptable flle formats include: JPG, PDF or TIFF,
Did you attend the Grant Application Wor.kshop for lhe current year hosted by the Kittitas County Chamber of
Commerce?
Yes
No
Kittitas County Chamber of Commerce
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
USA
45.34K8
Project Contact I nformation
First Name*Matt
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Last Name*Anderson
Phone Number*509-925-2002
Email*matt@kittitascou ntychamber. com
Project or Event lnformation
ProjecUEvent Name* Pioneer Days/lndependence Day Celebration
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*
7t1t2023
ProjecUEvent
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
Funding Request Max 23,260
End Dates
7r4t2023
Downtown Cle Elum WA and Memorial Park
Ongoing ProjecUEvent (More than four years in existence)
New ProjecUEvent (Four or fewer years in existence)
$ 14050.00
lfyou selected "Ongoing ProjecUEvent" above this amount may not exceed 10% ofthe 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 projecVevent.
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Response 1:
ProjecVEvent
Description *
Video Link
List of lntended Use of Funds *
Print Material
LTAC Clerk Review
ln Cle Elum, the power of community is in the people. Tourists travel to Cle Elum
over the 4th of July holiday weekend to experience the power of a small, tight knit
community. Pioneer Days, that includes the lndependence Day activities and
fireworks shoq is a state wide recognized celebration that has expanded in
popularity and scope. The variety of activities that occur throughout the Pioneer
Days celebration provide ample reasons for tourists to visit and stay in Upper
Kittitas County.
A cornerstone to the Pioneer Days weekend is the Saturday parade that happens
on Saturday July 1st this year. The parade typically features over 80 entries that
come throughout the region. The parade "finale" includes a water fight between
localfire departments as well as the entertainment provided by the Seattle
Cossacks motorcycle club. The club has also been gracious enough to stay after
the parade for visitors to get a closer look at their bikes.
The Chamber of Commerce has once again partnered with the Upper County
AAU organization to bring back the Triple Shot 3 on 3 basketball tournament to
the streets of Cle Elum. The 3 on 3 tournament started shortly after the parade
and ran until past 6:00.
There are other organizations that contribute to Pioneer Days. Most notably the
Cle Elum Downtown Association puts in a lot of work into this event as well
coordinating entertainment through the weekend, a thriving market, as well as
various marketing efforts. We worked closely with CEDA last year and look
forward to continuing to work together on this event. The other activities include a
corn-hole tournament, pancake breakfast, and special chows by the Boulet
Theatre.
The lndependence Day Celebration, on July 4th, will be a free and open event
from 3:00 PM to 10 PM serving as a "hub" of activities on lndependence Day. We
plan to use the Memorial Park/Fireman's Park adjacent to South Cle Elum to host
a family-fdendly event with something for everyone during the entire day. Activities
will feature a beer garden, live entertainment, contests, and a kid's zone featuring
a small carnival - which will be new feature for this event.
2500 character limit
Please provide us link to a brief video summary of you organization's event/project. You MUST be present at the
Q&A meeting to qualifu for funding.
https: //youtu. be/tuaVi U kToGg
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Digital Marketing
Stage Rental
Entertainment Fees
Porta-Potty and Handwashing Stations
Garbage Collection and Removal
Bounce House Rental
CarnivalCosts
Permits and Fees associated with events
Bank and Ticketing Fees
Fencing
Tent
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*
LTAC Clerk Review
Why would tourists travel to Kittitas County to attend your evenUactivity/facility?
Since we know visitors enjoy the small{own feel of a 4th of July tucked away in
the mountains, our goal is to capitalize on this interest, developing an event that
encourages visitors to stay through the extended week to include Monday night
and celebrate with the locals on Tuesday. lt is important to note that there are
several organizations/businesses that contribute to the overall success of the
Pioneer Days celebration - not just the Chamber of Commerce. All pieces working
together make it the event that it has become. lt is because we have multiple
organizations working together that we are able to create a draw throughout the
state. We see this as an opportunity to punctuate the strong community
connection between Kittitas County and it's travelers- welcoming visitors, friends,
and family to experience it with us.
With the coordination of efforts to create a strong event these are the activities at
the time of this grant writing associated with this event. lt is not uncommon for
other events/activities to "piggyback" on this event.
Large parade down first street
3 on 3 Basketball Tournament consisting of over 70 teams
Multiple street markets
Cornhole tournament
EntertainmenVActivities provided by the Cle Elum Downtown Association
Entertainment provided by local business and organizations (historically the
Eagles and Mike's Tavern)
Live entertainment on July 4th at Memorial Park
Food/Beer Garden on July 4th at Memorial Park
Small kids zonelcarnival at Memorial park
Fireworks show on July 4th. -
*subject to approval of Fire Chief
Because of its close proximity this event also promote the events happening in
Roslyn and Ronald over the same period - most notably the Ronald Heritage
Festival as well as Roslyn Riders Family Fun Play Day.
Using the Central Washington Outdoor website we would actively promote
Pioneer Days, in addition to the 4th of July related events happening in Ellensburg
(ie Patriot Night)
2500 character limit
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Response 2.2*
Application Questions. Part 2
3l lmpact
LTAC Clerk Review
Describe the prior success of your evenUactivity/facility in attraction tourists.
fhe2022 event was a complete success. The Daily Record described the Pioneer
Days parade as "A parade for the ages". While a parade is nearly impossible to
get an accurate attendance count - using photos and aerial footage, we are
estimating attendance at just over 3,000. The other activities surrounding Pioneer
Days were successful endeavors as well. The Cle Elum Downtown Association
reports that between the Dock Diving and various markets over the long weekend
had a cumulative total of 4,000 between their produced events.
The 3 on 3 basketball drew 74 teams from across the state. Each team features 4-
5 players as well as traveling family, etc. With the tournament starting around
12:30PM and ending at 6:30PM this allowed for participants to visit local shops
and dining while they weren't actively involved in a game. Two travelling teams did
end up staying the night (Tonasket).
At the lndependence Day Celebration we had approximately 1500 people pass
through during the day. The event had 5 live acts as well as various contests for
the participants to take part in.
We operated two bounce houses for kids. ln addition to those kid activities, we
had two sets of contests that kids participated in as well. A pie eating contest and
nail driving contest. These are family friendly activities that were well received.
We had 3 food vendors and 3 commercial vendors for guests to visit. The plan is
to increase those numbers up to a minimum of 5 each. The addition of the carnival
feature should help do that as well.
All of these events were promoted through the Chamber's associated websites as
well as our partner websites and social media accounts.
Between June 1st and July 4th 2022 - www.centralwashingtonoutdoor.com had
24,294 visitors - 6,466 were from Seattle
Between June 1st and July 4th 2022 - www.discovercleelum.com had 5,338
visitors - 1,657 were from Seattle.
These are just snippets of our reach - these were a result of targeted ads placed
through our digital marketing efforts.
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.
As the events of Pioneer Days and lndependence Day are largely unticked
events, we rely on other means of attendance. This includes using Square zip
code reports from our sales, use of aerial/drone photos, and visual surveys.
lf we are able to secure a small carnival, we will also use ticket sales, that include
zip codes, to generate further results.
We have detailed tracking on our digital advertising methods as well to measure
engagement and from what cities tourists are seeing our information.
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*City of Cle Elum - Events Committee (Public Works, Police, Fire, Admin)
Cle Elum Downtown Association
Dru Bru
Roslyn Fire Department
Cle Elum Fire Department
Upper Kittitas County Basketball Club
Upper Kittitas County Youth Baseball and Softball Association
Boss of the Toss Cornhole
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
We will link to www.centralwashingtonoutdoor.com on our event page, and
encourage travelers to explore accommodation options and things to do during
their stay in Cle Elum. This includes dining and activities throughout Cle Elum and
Roslyn given the proximity.
Our digital marketing organization will create specific blog posts featuring a variety
of dining options as well as other activities to do. This will happen throughout the
month of June leading up to the event.
The event is prominently featured in the Kittitas County Visitors guide produced by
the Chamber of Commerce. The feature is followed up by a piece on the city of
Cle Elum, which includes a variety of information on local establishments. The
visitors guide is available in hard copy and online.
We will continue to partner with CEDA to promote the event and get local
businesses prepared and excited to serve travelers. When the event date arrives,
we will provide the Central Washington Visitors Guide, the Tribune's Explore
Kittitas County guide, and other Kittitas County related items to those interested.
We will happily distribute other event information that is provided to us. We will
also help directly support our Kittitas County businesses by actively seeking beer
vendors, booth vendors, food truck options, and entertainers who are local
organizations and businesses.
With a modest projection of 5% of the 3000 attendees staying over night (3 on 3
teams, various market vendors, and vacationers choosing this event we have 150
room nights per night. With a two night stay that brings in roughly 300 room nights.
According to the Star Report for Kittitas County - the County wide ADR was over
$207 for Friday and Saturday nights. Realizing that a large portion of that comes
from a higher end resort, if we take 30% off of that ADR we end up with an ADR of
$140. This would be appropriate for midscale hotels. That would equate to
$42,000 in lodging.
2500 character limit
4.3 Host Hotel*ls there a host hotel for your event or grant project? lfyes, list the hotel
No
Yes.
5l Future Plans
Please explain what plans exist to allow this project to become self-sustaining. lnclude any plans for ticket
sales, event sponsors, and other cost-recovery models.
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Future Plans*The event has some level of cost recovery in the form of beer sales during the
lndependence Day Celebration.
Depending on the results of our RFP for a small carnival, we may end up with
some cost recovery via ticket sales for rides.
We continue to look for sponsors, and each year we have been able to generate
between $1,000 to $5,000 in support.
As the event continues to mature and demand to be a vendor or concessionaire
increases, we may include fees to participate as such.
As the event continues to expand in scope, we may introduce some level of
merchandise andior souvenir to also increase the revenue side of this event.
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 For historical perspective you can visit https://ukcpioneerdays.org to see the2021
line up of activities for the Pioneer Days weekend.
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*
3,000
Has your event received Lodging Tax funds in previous years?
No, this evenVproject has not previously received Lodging Tax Funding.
Yes, 1 year previous
Yes, 2 years previous
Yes, 3 or more years previous
Projected *
3,250
lf-app-16-03.co.kiftitas.wa.us/Forms/form/submission/history/77425l85639?hideHeader=true 10t15
Number of people travelling more than 50 miles for your event?
Past Actual* Projected *
1,000 1,250
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
9129122, 10:48 AM
Past Actual*
150
Prior Year Paid
Overnight Stay Data
Past Methodology*
LTAC Clerk Review
Projected *
150
ln addition to field above, you may upload the evidence to support the prior years' roominight 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
Number of paid lodging room nights resulting from you event/activity lfacility?
Past Actual* Projected *
150 150
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9129122, 10:48 AM
Projected
Methodology *
Methodology
Narrative*
LTAC Clerk Review
What methodology will you use to calculate the upcoming numbers?
Direct Count (preferred)
lndirect Count
Representative Survey
lnformal Survey (preferred)
Structured Estimate
Other
Please explain.
Largely completed by drone footage and informal surveys. Consultation with other
groups holding events at the same time. 3 on 3 Basketball registrations. When
applicable use of credit card transaction data
2500 character limit
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) 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?
Historically we have applied for funding from the Suncadla Community
Enhancement fund as well as Shoemakers. Both of those funding requests take
place 1st quarter of 2023.
2500 character limit
Funding Shortfalls*What changes will be made if funding for your request is not available or recommended?
Our ability to bring in proper staging and sound will be greatly impacted if we are
unable to secure additional funding. ln addition the quality and quantity of
entertainment would be limited as we'd like have to reduce the spend in that area
Quality and quantity of entertainment may be impacted as well
2500 character Iimit.
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9129122,10:48 AM
Matching Funds
Percentage
Verification of ln-kind
Contributions
Past Actual 3
LTAC Grant Funding $ 7,500.00
All Other Revenues
LTAC Clerk Review
68.33
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 verifoing 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 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.
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 Lodglng Tax Grant
Account Name
Scrip Sales
Vendor Fee
Past Actual 3
$000
$ 0.00
Past Actual 2
$ 15,116.00
Past Actual 2
$ 2849.00
$ 150.00
Past Actual '1
$000
Past Actual 1
$ 2760 00
$5000
Projected
$ 14,050.00
Projected
$ 3000 00
$ 100.00
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77425l85639?hideHeader=true 13t't5
ln-Kind Contributions (except volunteerism)
Account Name
9129122, 10:48 AM
Sponsorship
Other Grant
Carnival
Expenses
Licenses and Permits
Contract Services
Entertainment
Bounce House
Stage and Lighting
Sound
Tent Table Chairs
Porta Lets/Garbage
Bank Fees
Fencing
$ 0.00
$ 0.00
$ 0.00
Past Actual 3
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$000
$ 0.00
$ 0.00
$ 0.00
$ 400.00
$000
$ 0.00
Past Actual 2
$ 0.00
Past Actual 2
$ 18515.00
LTAC Clerk Review
$ 500.00
$ 7500 00
$ 0.00
PastActual 1
$000
Past Actual 1
$ 10810.00
$ 500.00
$ 5000.00
$ 1000.00
Projected
$ 000
Projected
0
Projected
$ 23650.00
Past Actual 3
$ 0.00
Contributions of Volunteer Time
Number of Hours
Calculated Value of
Projected Volunteer
Time
Revenue Totals
Past Actual 3
$ 7500.00
Past Actual 3 Past Actual 2 Past Actual 1
$000
Past Actual 2
$ 60.00
$ 11244.00
$ 5450.00
$ 433 00
$ 458.00
$ 1100.00
$ 3446.00
$ 485.00
$ 36.00
$ 2457.0A
Past Actual 1
$ 60.00
$ 0.00
$ 5150.00
$ 703.00
$000
$ 1362.00
$ 971.00
$ 660.00
$3800
$ 250.00
Projected
$ 60.00
$ 0.00
$ 6000 00
$ 750 00
$ 1000.00
$ 1300.00
$ 1000.00
$ 1000.00
$ 150.00
$ 500.00
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77425l85639?hideHeader=true 14t't5
9129t22, 10:48 AM
All Marketing
Lodging
Fireworks
Beer Garden
Expense Totals
Profit & Loss
$ 150.00
$ 0.00
$ 1000.00
$ 0.00
Past Actual 3
$ 1150.00
Past Actual 3
$ 6350 00
$ 1812.00
$ 1507.00
$000
$ 0.00
Past Actual 2
$ 28488.00
Past Actual 2
$ -9973.00
LTAC Clerk Review
$ 1750.00
$ 0.00
$ 7500.00
$ 701.00
Past Actual 1
$ 19145.00
Past Actual '1
$ -8335 00
$ 3000.00
$ 0.00
$ 7s00.00
$ 1000.00
Projected
$ 23260.00
Projected
$ 390.00
Application Certification
The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any contract
arising from this application, unlawfully discriminate against any employee, applicant for employment, client, 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 and2and
understands and will comply with all provisions thereof.
Certified by: Sign
Name*
Applicant's Title* Director of Tourism
Matthew L Anderson
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77425l85639?hideHeader=true 15t15
uu5
.fff insf,s*f, ni. j;H$.xrp
P.O. Box t508,Cinclnnati 0H
Roon 40 l0
45ZOl In reply refen tor AAZTSELZIII'lar, 29, zltz LTR 4t6gC---;''el-02t0430 000000 00
000391 16
BODC: TE
KITTITAS COUNTY609 N I.IAIN ST
EL LENSBURG },A
CHANBER OF COl,tr,tERCE
98926-370effi'.{#lffi
o2t92e
Errployer ldentification Nunber;
ror r Freet;:;:;r:;"tilff:l ;
Dear Taxpayer:
This is in rasponse to youn Feb, ?0, 2912, request fon informationregarding your tax-exempt status.
our records rndicate that you were recognr.zed as erenpt undrri:;H;"r::l$,jf ,rllu.linil*;",a1 Revanu"-coa" in a J"i"inrin,tion
Eecause you are not an organlzetion describedCode-r'{b-nors may not Oeduct contributions madeadvise yiutr.t" contn.lbutors t" tf,"t ef f ect.
in
to
ryTJ',h'-*
9t-02ro43g
Sophia Erown
L-A77-829-5500
section lZ0(c)'of theyou. you shouLd
Prease refer to our webstte uww.irs' gov/eo for information Fegaroringfiring requir-ehents. specificalrv, "!"tion 6053(J) of tha code""' provldes that-. fFilur€ i"-iirr .n-"nnu"i-inrormatron return for thrseconsacutl.ve y6aFs results irr revocatLon of tax_exempt stetus as of*-tr" firins due date of the third ";i;;; io. o"g"nizations nequired tof,i'le. trte r+i1i publish a iist or orsenir"iion, t.lhose tax_exenpt;:;l;;rfi",l.lil;l !;*:-liction 60;ii;; -ir *," coa, -on iur website
rf you have any questions, prease car-l us at the terephona nunbershown in the headlng of ttris tetten.
Sineerely yours,
Clndy Thonas
I'lanager r E0 Detenminations
Exhibit "B"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
information as follows:
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo or URL with an operational link to the site(s). The URL landing page must use the
correct logos and have a link to centralwashingtonoutdoor.com. Contractors must either keep
the landing page active until time of reimbursement or use a screen capture for full
reimbursement. (lf you are using a live logo as the link to CWO, please ensure the hyperlink is
shown in the screen capture). The logo must be displayed on the contractor's home page, it
must be sized no smaller than% inch in height and must be surrounded by appropriate white
space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or
appearance.
B. Print Advertising and Online Display Advertising of all types (including but not limited to
newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party
websites, streaming displays, social media etc.) must include the County's and appropriate
City's tourism website logo (or URL with a one-click away operational hyperlink). The URL
landing page must use the correct logos and have a link to centralwashingtonoutdoor.com.
Contractors must either keep the landing page active until time of reimbursement or use a
screen capture for full reimbursement. (lf you are using a live logo as the link to CWO, please
ensure the hyperlink is shown in the screen capture). The logo must be sized no smaller than%
inch in height and must be surrounded by appropriate white space to allow easy recognition and
legibility. Contractors shall not change the logo(s) in color or appearance.
C. Video Advertising of all types (including but not limited to television, online, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller 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:
1. 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 al 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, (2Xa) above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Television Advertising:
1. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at LOO% 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 7OO% 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 Advertisins
L. 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:
t. Direct mail advertising may be reimbursed al LOO% 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 statementfrom 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 LOO% of
thecost,includinganyproductioncost. lnordertoreceivereimbursement,alistofthe
locations where flyers or posters were posted outside of Kittitas County, a signed statement
from the contractor that the list is accurate and a copy of the poster/flyer must be provided
along with other required documentation.
2. Banners which are placed inside of Kittitas County may be reimbursed at IOO% 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 IOO% 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:
I. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed alTOO% 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 3O% of
the total cost, including any production costs.
G. Operation Reimbursement:
I. Operation costs may be reimbursed1.OO% of the paid invoice cost. ln orderto 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 tOO% 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