HomeMy WebLinkAboutLT-2023-006-EllensburgRodeoLT-2023-OO5-ELLE NSBURG RODEO
2023 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND ELTENSBURG RODEO
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 ELLENSBURG RODEO
("Contractor"), for the 100TH ANNIVERSARY OF THE ELLENSBURG RODEO ("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 "B" which is attached hereto and incorporated herein by this reference.
Section 2. Pavment.
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of twenty thousand dollars (520,000)) (Kittitas Co. lodging
tax funding).
b. Additional payment terms: The County will make payment to the Contractor only on a
reimbursement basis, as receipts/invoices for any items including marketing and/or
advertising are submitted to the County, not to exceed the sum of twenty thousand dollars
(S20,000 (Kittitas Co lodging tax funding).
c. Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January IO,2023 after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn : Auditor's Accounting
2023 County Lodging Tax Funding Agreement Page 7
LT-2023-006-ELLENSBU RG RODEO
205 West Sth Ave - Suite 105
Ellensburg, WA 98926
a uditorsacco u 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:o Facebook
r lnstagram
o Twitter
o YouTube
o Reddit
r TIKTOK
o SNAPCHAT
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 L(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 Audito/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 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
employees of the County.
c. Contractor shall comply with all applicable Iaws, 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
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County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, or mental handicap.
The Services shall at all times be subject to inspection by and approval of the County, but
the County's making (or failure or delay in making) such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County with sufficient, safe, and proper facilities and equipment for such inspection and
free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or its designee, or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (5) years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine, audit and copy, with or without notice) all of Contractor's books, documents,
papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release. lndemnitv. and Hold Harmless.
The County assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County, its officers and employees,
agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities,
damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
a
a
o
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any governmental authority; or
a Any breach of or default under this Agreement by Contractor
Section 5. Compliance with Public Records Law.
a. ln compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. ln the event a public records request is made to the County for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County shall provide notice to
Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c. The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 6. lndustrial lnsurance Waiver.
With respect to performance of this Agreement and as to any claims against the County, its Additional
lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contracto/s employees
and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is
mutually negotiated by the parties to this Agreement.
Section 7. lnsurance and Endorsements.
a. The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses
arising out of personal injury (including death) or property damage that may result from
performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
c. Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County'swritten request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
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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.
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.
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
e
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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.
2023 County Lodging Tax Funding Agreement Page 6
LT-2023-006-ELLENSBU RG RODEO
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]
[Address]
2023 County Lodging Tax Funding Agreement Poge 7
9129122, 10:48 AM LTAC Clerk Review Et'hibi I R
CLTAC: Clerk Application Review
Current Year Grant
Application
Workshop*
Did you attend the Grant Application Workshop for the current year hosted by the Kittitas County Chamber of
Commerce?
Yes
No
Clerk Verification *Please conflrm whether the applicant attended the workshop or not.
Yes
No
Organization I nformation
Name of Ellensburg Rodeo
Organization *
Organization
Address*
Upload Proof of
Organization Status*
Street Address
609 North Main Street
Address Line 2
City
Ellensburg
Postal / Zip Code
98926
2021 W-9 Ellensbu rg Rodeo. pdf
Acceptable file formats include: JPG, PDF or TIFF
State / Province / Region
WA
Country
USA
544.59KB
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*Paul
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Last Name*Woodside
Phone Number* 509-607-0606
.,*Email ma rketi ng @el lensbu rg rodeo. com
Project or Event lnformation
ProjecVEvent Name * 100th Anniversary of the Ellensburg Rodeo
Service Categories Check all categories that apply to this application
Tourism promotion/marketi n 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*
8t23t2023
4t1t2023
ProjecVEvent
Location *
New or Ongoing
ProjecUEvent? *
Amount of Funding
Requested *
Funding Request Max 55,000
End Dates
914t2023
6t30t2023
Ellensburg Rodeo Grounds
Ongoing ProjecUEvent (More than four years in existence)
New ProjecUEvent (Four or fewer years in existence)
$ 20000.00
lf you selected "Ongoing ProjecUEvent" 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 projecUevent.
Response 1:
ProjecUEvent
Description *
Video Link
List of lntended Use of Funds*
Facebook
lnstagram
Twitter
2023 is the 100th Anniversary of the Ellensburg Rodeo. We plan to add many
different features to celebrate the 100th Anniversary. We are requesting these
funds to be able to market to states that we don't normally market to. We normally
marketto Washington, ldaho, Oregon and Montana, June to Labor Day. We plan
to use these funds to specifically target stay and play packages in all of Kittitas
County for our event. The dates we wish to use the funds are April 1 to June 30
2023. We plan to advertise in Wyoming, Nebraska, Colorado, Nevada, Utah,
North Dakota, South Dakota and Norlhern California. Our marketing will be done
on Facebook, Twitter, lnstagram, TIKTOK, YouTube, Reddit and SNAPCHAT. Our
marketing will be tracked using advertising pixels to see which ad mediums are
converting to links to our site, as well as cross referenced with the number of
tickets purchased during these dates from residents from these dates. The two
date ranges listed are for the time of the campaign and the dates of the event.
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 qualify for funding.
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1 70 1 0338 1 0 4dltu -cfl 6922f -e1 96-4201 -
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3t11
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YouTube
Reddit
TIKTOK
SNAPCHAT
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.
Response 2.1 *Why would tourists travel to Kittitas County to attend your evenVactivityifacility?
It is the 100th Anniversary of one of the largest tourist attractions in Ellensburg.
This campaign we will run with these funds will promote stay and play packages to
guests from states we dont normally market to.
2500 character limit
Response 2.2 *Describe the prior success of your evenVactivity/facility in attraction tourists.
The Ellensburg Rodeo has been a major tourist attraction for 99 years.
The Ellensburg Rodeo often times results in sold out hotels and campgrounds
Our goal is to fill hotels in all of Kittitas County with the additional states being
invited to attend.
2500 character limit
Application Questions: Part 2
3l lmpact
Response 3:
Measuring Results*
Application Questions: Part 3
Describe how you will promote your event/activity/facility to attract tourists.
The plan is to run digital ads in the states outlined above, on the social media
platforms outlined above. The ads will promote booking your hotel and buying
your tickets NOW for the 100th Anniversary. The ads will run April to June. We
don't normally start ads until June or July.
2500 character limit
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4l Collaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other events,
how is this accomplished?
4.1 Collaboration *There are many meetings in progress currently to enhance the 100th Anniversary
Celebration. We have a plan to work with Ellensburg Tourism, Kittitas County
Historical Museum and we plan to create packages for local businesses to partner
with the Ellensburg Rodeo.
Our partnership goals are to utilize the guests coming to town for the Ellensburg
Rodeo and increase business and sales for the whole County.
We plan to reach out to all area businesses' to see if they have a promotion or
sales offer they can do for the Ellensburg Rodeo. These promotions or sales
offers will be listed on our website nd sent out in newsletters to our customer
base.
The purpose for this will be to help grow sales for the whole county
2500 character limit
4.2 Promoting Local
Business *
Describe how you will promote lodging establishments, restaurants, and business located in Kittitas County
We plan to have a website page listing all the different specials, sales offers,
promotions going on at local businesses during the Ellensburg Rodeo. We plan to
put this same listing in our newsletters to ticket buyers inviting them to plan their
trip.
Our ads and landing pages will encourage them to book their hotel stay now
2500 character limit
4.3 Host Hotel*ls there a host hotel for your event or grant project? lf yes, list the hotel
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.
No
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Future Plans*All ticket purchases require the guest to provide their contact info and email. The
plan will be to email these ticket holders in years to come to invite them to come
back. The same data can be used to target a look alike audience to get people like
these guests to come to future Ellensburg Rodeo performances.
The 100th Anniversary is a special event. There will be many new features added
to the line up of events for the 100th Anniversary of the Ellensburg Rodeo.
We will review the success of the added features and determine what can
continue and create a plan to make these features self-sustaining.
2500 character limit
Application Questions: Parl 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 We are honored to have hosted this event in Ellensburg for 99 years. Our plan is
to sell out every event in 2023 for the '10Oth Anniversary. Additionally, we plan to
add
new features for the 100th Anniversary.
Our hope is by inviting guests from new states that we will grow the overall
interest in traveling to Ellensburg as well as adding to the attendance of the
Ellensburg Rodeo.
The actual paid lodging numbers below are an estimate. We do not have accurate
numbers on lodging.
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 *
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
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Number of people travelling more than 50 miles for your event?
Past Actual* Projected *
29,000 40,000
Number of people traveling from outside WA State for your event?
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Overall Attendance
Past Actual *
39,566
Past Actual*
16,000
Prior Year Paid
Overnight Stay Data
LTAC Clerk Review
Projected *
50,000
Projected *
26,000
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
The number of overnight guests who stay in paid accommodations in Kittitas
County for your event
Past Actual* Projected *
21,000 25,000
Number of paid lodging room nights resulting from you event/activitylfacility?
Past Actual* Projected *
12,000 16,000
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Past Methodology *
Projected
Methodology*
Methodology
Narrative *
LTAC Clerk Review
What methodology did you use to calculate the 20'19 actual numbers?
Direct Count (preferred)
lndirect Count
Representative Survey
I nformal Su rvey (preferred)
Structured Estimate
Other
What methodology will you use to calculate the upcoming numbers?
Direct Count (preferred)
lndirect Count
Representative Survey
I nformal Su rvey (preferred)
Structured Estimate
Other
Please explain.
We will use our ticket sales from the rodeo to gather guest residence location. We
will use the link that says book your stay to track the number of clicks from the buy
tickets page to the book your stay page. We will also have a book your stay link off
the newsletters we will send out to ticker purchasers and will track this click
through number as well. We will compare 2022 ticket sales and locations of ticket
purchasers with 2023 to see if we had gains in areas we marketed to.
2500 character limit
Application Questions: Part 5
8l Funding
Doesyourorganization have, orhaveyou applied for, grantfunding from othersources? 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 organizalion have, or have you applied for funding from other sources?
Yes No
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Explanation *
Funding Shortfalls*
Matching Funds
Percentage
Verification of ln-kind
Contributions
LTAC Clerk Review
lf not, why not?
We have a large number of volunteers, sponsors and board members that help us
make the Ellensburg Rodeo happen each year. We are seeking this additional
funding to invite people from far out of the area for the 100th Anniversary.
2500 character limit
What changes will be made if funding for your request is not available or recommended?
We will not be able to target to these states or spend the funds earlier than June
or July to promote ticket sales and attendance.
2500 character limit.
3752.50
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 verifuing documentation which assures the contribution will be provided.
9l Project Budget Overview
Please complete budget for this projecUproposal. lf your agency operates independently of this project application it
may not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to
the projecUevent for which you are requesting funding and adheres to the basic budget format shown below.
The budget must include anticipated revenues, expenditures, and any potential profit or loss. For projects/events which
are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations
(need not be consecutive) for the projecVproposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must
submit verifying documentation which assures the contribution will be provided. For instance, if you are claiming
in-kind contributions in the form of advertising match, a binding contract itemizing the matching value and obligating
each party must be provided.
ATTENTION: ln an effort to allow an adequate level of flexibility for 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 2019 2021 2022 2023
Revenues From Consolidated Lodging Tax Grant
Past Actual 3 Past Actual 2 Past Actual 1 Projected
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LTAC Grant Funding $ 0.00
All Other Revenues
Account Name
Ticket Sales
Account Name
donations of product
Past Actual 3
$ 556540.00
Past Actual 3
$ 500.00
$ 0.00
Past Actual 2
$ 5383200.00
Past Actual 2
$ 500.00
Past Actual 2
3,000
Past Actual 2
$ 5383700.00
Past Actual 2
$ 522562.00
Past Actual 2
$ 522562 00
LTAC Clerk Review
$000
Past Actual 1
$ 600500.00
PastActual 1
$ 500.00
PastActual 1
3,000
Past Actual 1
$ 601000.00
Past Actual 1
$ 535927.00
Past Actual 1
$ 535927.00
$ 20,000.00
Projected
$ 750000.00
Projected
$ 500.00
Projected
3,000
Projected
$ 841180.00
Projected
$ 550000.00
Projected
$ 550000.00
ln-Kind Contributions (except volunteerism)
Contributions of Volunteer Time
Number of Hours
Past Actual 3
3,000
Evidence of Volunteer
Contributions *
Calculated Value of
Projected Volunteer
Time
Revenue Totals
Past Actual 3
$ 557040 00
Expenses Past Actual 3
$ sszsos.ooAll costs to put on the
rodeo
Past Actual 3
$ 532808.00
Please upload a single file which offers evidence in support of the projected volunteer hours.
Volunteer List for Ellensburg Rodeo.pdf 92.36KB
$ 70,680.00
Expense Totals
Profit & Loss
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9129122, 10:48 AM
Past Actual 3
$ 24232.00
Past Actual 2
$ 4861138.00
LIAC Clerk Review
Past Actual 1
$ 65073.00
Projected
$ 291180.00
Application Certification
The appllcant 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.That itwillabide by all relevant local, state and federal
laws and regulations and; 3. That it has read the information contained in the lnstructions on pages 1 and2 and
understands and will comply with all provisions thereof.
Certified by:
Name*Mary Kae Repp
Applicant's Title* Marketing Partner Genesis Marketing
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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 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. Advertisi ng Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A. Print Advertising:
1. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at 7OO% 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 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 A, (21(al 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 Advertisine:
L. 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 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 8,2(a) above, advertising may be reimbursed at the rate of 70% of
the total cost, including any production costs.
C. Online Advertising:
L Online advertising and promotion may be reimbursed at tOO% of the cost, including any
production cost.
2. Streamed media (radio, television, other) requests for reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County. Reimbursements will be allowed for the percentage distributed
outside of Kittitas County, including any production costs.
D. Direct Mail
L. Direct mail advertising may be reimbursed at 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 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:
t. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% 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 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
bereimbursedatl00%ofthecost,includinganyproductioncosts. lnordertoreceive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking /Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertisins:
1. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at!0O% 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,2(a\ above, advertising may be reimbursed at the rate of 3O% of
the total cost, including any production costs.
G. Operation Reimbursement:
L. Operation costs may be reimbursedtOO% 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 LOO% 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 SS,00O.c. Licenses, permits, insurance, or credit card fees