HomeMy WebLinkAboutLT-2023-013-LaughingHorseArtsLT-2023-013-LAUGH I NG HORSE ARTS
2023 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND IAUGHING HORSE ARTS FOUNDATION dba VATLEY
MUSICAT THEATRE
This Contract, effectiveJanuary !,2023 is made and entered into byand between KITTITAS
COUNW ("County"), acting as agent for and on behalf of the City of Ellensburg, a Washington
municipal corporation ("City"), a subdivision of the State of Washington, and LAUGHING HORSE ARTS
FOUNDATION dba VALLEY MUSICAL THEATRE ("Contractor") for the 2023 MAINSTAGE MUSICAL
("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 three thousand eight hundred thirty five dollars
($3,s35.00) (City of Ellensburg 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 three thousand eight
hundred thirty five dollars (53,835.00) (City of Ellensburg 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 1,0,2023 after this date funds lapse.
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LT.2O23-013-LAUGHI NG HORSE ARTS
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn: Auditor's Accounting
205 West 5th Ave - Suite 105
Ellensburg, WA 98926
a uditorsaccou nting(o co. kittitas.wa. us
Reporting requirements of your events will be required on prescribed forms from the County
Auditor.
f. Contractor is eligible to claim reimbursement for the following items and amounts only:
. Advertising and Promotion
. Graphic Design
. Facility Rental Fees
. Royalties
. Production expenses and rentals
. Health Essentials and cleaning supplies and PPE
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding forthe following items as requested in the application as
defined in Section 1(a): N/A
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation at the conclusion
of the event.
Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
following address: http://www.co. kittitas.wa.us/auditor/defau [t.aspx
Section 3. Performance bv Contractor.
Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County and City. Any such delegation or subcontracting without the County's or City's
prior written consent shall be voidable at the County's or City's option.
b. Contractor shall at all times be an independent contractor and not an agent or representative
of the County or City with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County or City. ln no event
shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf
of the County or City. lt is understood that the Contractor and the Contractor's staff and
employees are not employees of the County or City and are not, therefore, entitled to any
benefits provided employees of the County or City.
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Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now or hereafter in effect, of any governmental
authority (including, but not limited to, such requirements as may be imposed upon the
County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, mental disability or any other
protected status recognized under local, state or federal law.
e. The Services shall at all times be subject to inspection by and approval of the County or City,
but the County's or City's making (or failure or delay in making) such inspection or approval
shall not relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's or City's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County or City with sufficient, safe, and proper facilities and equipment for such
inspection and free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or City, or their designee, or such Federal or State auditor with such
information related to the Services as may be requested by the applicable governmental
entity. Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County or City makes final payment of compensation due
hereunder, Contractor shall provide the County or City access to (and the County or City shall
have the right to examine, audit and copy, with or without notice) all of Contractor's books,
documents, papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release, lndemnitv, and Hold Harmless
TheCountyorCityassumesnoliabilityfortheContractor'sactionsunderthisAgreement. Contractor
releases and shall defend, indemnify, and hold harmless the County and the City, their officers and
employees, agents, representatives, attorneys and/orvolunteers, from and against all claims, costs,
liabilities, damages, and expenses, (including, but not limited to, reasonable attorney fees) which
arise or may arise or be alleged to arise out of or by reason of this Agreement including:
Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
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Any lien asserted upon any property of the County or City in connection with the Services for
this Agreement;
Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
Any breach of or default under this Agreement by Contractor
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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 or City for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County or City shall provide notice
to Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c. The County or City specifically shall not be liable to Contractor for the County's or City's
release under public records laws of any documents not otherwise exempt from disclosure
by trademark, copyright or other law.
Section 5. lndustrial lnsurance Waiver
With respect to performance of this Agreement and as to any claims against the County or City, their
Additional lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under
Title 5L of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contractor's
employees and agrees that the obligations to indemnify, defend and hold harmless provided in this
Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver
is mutually negotiated by the parties to this Agreement.
Section 7. lnsurance and Endorsements.
The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from allclaims, losses, harm, costs, liabilities, damages and expenses arising
out of personal injury (including death) or property damage that may result from performance
of the Services or this Agreement, whether such performance is by Contractor or any of its
employees, agents or representatives.
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Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County and City as Additional lnsureds and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance or self-insurance maintained by
the County or City. Contractor shall furnish the County a certificate of insurance with
Endorsement as evidence that the required policies are in full force and effect.
Section 8. Termination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. ln the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to refund
to the County all monies paid for Services not yet rendered by the Contractor, if any, as of the date
of the notice of termination.
Section 9. Miscellaneous.
The City is not a party to this Agreement but is an intended third-party beneficiary of this
Agreement and to the extent set forth herein certain of its provisions are for the benefit of
the City and are enforceable by City in its own name and capacity as a Washington municipal
corporation.
b. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or any
right or interest in this Agreement without the County's prior written consent.
c. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
d. Notice for any purpose under this Agreement, except service of process, shall be given by the
Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W 5th Ave.
Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the
Contractor shall be given to the Contractor's address provided on the signature page. Notice
may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified
mail, return receipt requested.
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The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict, affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
f. This Agreement may be executed in one or more counterparts and by facsimile, each of which
will be deemed an original, but all of which together will constitute one and the same
instrument.
g. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
violation of any applicable law, ordinance, or regulation the consequence of which will or may
materially affect Contractor's ability to perform its obligations under this Agreement.
h. lf any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To this
end, the terms and conditions of this Agreement are declared severable.
i. 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.
KITTITAS COUNTY
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BOARD OF COUNTY COMMISSIONERS
Chair
Vice Chair
Commissioner
ATTEST:
Clerk of the Board
APPROVED AS TO FORM
Deputy Prosecuting Attorney
LT-2023-013-LAUG H I NG HORSE ARTS
CONTRACTOR
IPrint Name]
lAddressl
[Telephone]
a County Lodging Tax Funding Agreement Poge 7
9129122, 10:45 AM LTAC Clerk Review EFnrbit 'N
CLTAC. Clerk Application Review
Current Year Grant
Application
Workshop*
Did you attend the Grant Application Workshop for the current year hosted by the Kittitas County Chamber of
Commerce?
Yes
No
Clerk Verification *Please confirm whether the applicant attended the workshop or not.
Yes
No
Organization I nformation
Name of Laughing Horse Arts Foundation dba Valley Musical Theatre
Organization *
Organization
Address*
Upload Proof of
Organization Status*
Street Address
PO Box'1551
Address Line 2
City
Ellensburg
Postal / Zip Code
98926
LHAF_501c3.pdf
Acceptable file formats include: JPG, PDF or TIFF
Organization is a:*Business
Non-Profit
(Note: Please submit W-9 for business or IRS Designation Letter for non-profit.)
Click here to view sample documents (redacted).
State / Province / Region
WA
Country
United States
1.41M8
Project Contact I nformation
First Name*Jessica Solberg
lf-app-16i03.co.kittitas.wa.us/Forms/form/submission/history/77087/85583?hideHeader=true 1t19
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Last Name*Black
Phone Number* 509-972-6633
Email*valleymusicaltheatre@g mail. com
Project or Event lnformation
ProjecUEvent Name* 2023 Summer Mainstage Musical
Service Categories Check all categories that apply to this application
Tou rism 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*
7t7t2023
ProjecVEvent
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
Funding Request Max 3,835
End Dates
7123t2023
Morgan Performing Arts Center
Ongoing ProjecUEvent (More than four years in existence)
New ProlecUEvent (Four or fewer years in existence)
$ 3835 00
lf you selected "Ongoing ProjecVEvent" 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.
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Response 1:
ProjecVEvent
Description *
Video Link
LTAC Clerk Review
Valley Musical Theatre (VMT), established in 1999, is at the very heart of live
performance in Ellensburg and the Kittitas Valley. Our Summer mainstage
production is our largest play in terms of cast and budget, and we focus on
bringing in some of the most dynamic and popular Broadway musicals, that will
draw audiences not only from Ellensburg and Kittitas County, but from throughout
Washington. Our target audiences are those who are interested in live theater and
the performing arts.
The VMT Board is still in its selection process for the July 2023 musical, and we
expect to have the show selection finalized by mid-October. With the recent
success of Mamma Mia, we are taking the time to select a show that will build on
the energy, enthusiasm, and fiscal success created this year. We had such an
amazing response, with so many attendees coming back to catch the show a
second or third time that we are exploring options for three weekends instead of
two weekends in 2023. We look fonvard to providing more details about the
specific production chosen by the committee's November meeting.
This event is designed to increase tourism and exposure to performing arts and
build connections in our community between businesses and audience members.
ln 2022, we initiated an "Experience Partners" program with a few of our local
restaurants and with Hotel Windrow. lt included everything from themed pre-fix
dinner menus, hotel stays that included tickets to the show, discounts on desserts,
and special themed cocktails. The energy around town was palpable and we look
forward to expanding this program in 2023. VMT has also cultivated relationships
with Central Washington University and several other community theaters,
including Wenatchee, Moses Lake, Yakima and Leavenworth for cross-promotion
of events.
These funds will be used wisely to achieve a successful marketing and advertising
campaign and assist with a portion of facility rental fees for the rehearsals and
performances, play royalties, health essentials/PPE, and production expenses and
rentals from other regional organizations including set pieces, props, costumes,
and lighting - without which we could not hold the event.
Our intention is to execute this plan through social media marketing such as online
Facebook ads, online ads and banner ads on local community and regional
websites, print ads, posters and yard signs, video and radio advertisements, and
at other VMT and community activities throughout the year.
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.
wwrv.youtu be. com/watch?v=xcWq n IoQTGQ
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List of lntended Use of Funds*
Advertising and Promotion
Graphic Design
Facility Rental Fees
Royalties
Production expenses and rentals
Health Essentials and cleaning supplies and PPE
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 event/activity/facility?
The Summer mainstage production is a two to three-hour event starting at 7:00
PM and is held over two weekends in the summer when families are more likely to
travel - each of these factors encourages people traveling from over 50 miles to
stay locally for the night either at hotels or with family and friends. Although
difficult to quantify, attendees of our summer production that stay overnight in
hotels/motels also purchase meals, gas, and shop in local stores while here.
We are actively working with Hotel Windrow, Best Western, Red Lion and other
local hotels to create "stay and see a play" packages for these two weekends in
July, that the hotels will be able to advertise in advance.
Many tourists are drawn by the show being presented. We had countless
anecdotal comments on social media from attendees of Mamma Mia, remarking
that they were pleasantly surprised by the quality of show that our community
theatre offered. These tourists are even more likely to return next year regardless
of the show selection and are more likely to make an "experience" out of the trip.
Additionally, the larger the casUcrew of a production, the more family and friends
come to visit to see the production. The cast and crew of our summer productions
average between 50-75 people and is expected to draw on college student talent
as well as locals. lt is not unreasonable to assume that these personal invitations
(especially from college students who are not local), will generate a couple 100+
out-oftown tickets. These attendees may come for just dinner and the show, or
stay with friends while in town, but generate revenue at our grocery stores, gas
stations, etc.
Out of state visitors are most likely to be friends and family personally invited to
attend the production, as well as business/pleasure travelers in town for other
events and looking for entertainment options. One of my favorite stories was of a
lovely couple from Virginia who had been hiking/biking the John Wayne Trail and
heard about the show from their hotel and just showed up at the spur of the
moment.
2500 character limit
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Response 2.2*
LTAC Clerk Review
Describe the prior success of your evenUactivity/facility in attraction tourists.
ln 2018-2019 we were around '1200 attendees. Our goal this year, and all our
estimates were to hit 1500 attendees. Our July 2022 production of Mamma Mia
sold a total of 2BB5 tickets. We hit that by the second performance! So we more
than doubled overall attendance from our last mainstage show in 2019. lt blew all
of our attendance expectations out of the water, and raised the bar for future
events. The hunger and joy attendees felt at experiencing live theatre after this
pandemic hiatus was palpable, and I think blew all of us away.
By moving all pre-sales online we have accurate zip code info for 86.9% of
attendees. We did not collect zip codes with cash at the door transactions. We
know by chatting that attendees that many of the cash transactions did come from
out of town, so we expect that the percentages we see with the online sales and
credit card data would stay consistent with the cash transactions. Just shy of 20%
of ticket purchasers in 2022 were from outside of the county. ln addition, since we
know local attendees often buy tickets for out-of-town family/friends, we conducted
an informal survey each performance this year by asking audience members from
out of town to raise hands, and easily 25 - 30o/o of the audience raised their
hand... at each of the 8 performances. We can also tell that at least 35% of visitors
to our website during the month we had ticketing available, came from 50+ miles
away.
See data below (see supplemental attachment for detailed ticket locations)
Location breakdown 2022 Mamma Mia Ticket Purchases (data for 2508 out of
2885 tickets sold)
Kittitas County = 81.0o/o (203'1 tickets)
Central & Eastern Washington = B.2o/o (405 tickets)
Western Washington = B.2o/o (406 tickets)
Out of state = 2.6% (66 tickets)
lf we apply those percentages to our total number of tickets sold we can
reasonably estimate lhat 473 attendees were from Washington outside of Kittitas
County, and 75 were from Out of State = 548 attendees from greater than 50
miles.
lf 30% of these stay in hotels/motels that would be approximately 164 overnight
stays as a result of this event.
Using the calculation method described above we would estimate of the 548
visitors traveling more than 50 miles, 35% would visit for the day only, and 35%
would stay overnight or for the weekend in a private home with friends and family
2500 character limit
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Application Questions: P arl 2
3l lmpact
Response 3:
Measuring Results*
LTAC Clerk Review
Describe how you will promote your evenVactivity/facility to attract tourists.
- Target Facebook and social media ads to the greater Central Washington region
- List the event in online event calendars regionally and with statewide arts
supporters like NWPB.org and others
- Work collaboratively with other community / semiprofessional theaters in the
region to promote the event
- Advertise the event regionally (with a focus on Chelan, Yakima, Grant and King
Counties) at appropriate venues (which may include online community boards,
radio ads, displays at events or venues, or other marketing opportunities as
appropriate).
- Link to the County Tourism Website
- Link to the Chamber of Commerce
- Add event to the local 2023 visitors guide
- Use branding logo, fonts and credit the support received on our website,
Facebook page, etc.
- Link to county accommodations and restaurant opportunities.
- Develop Experience Partner "packages" with local businesses - i.e. restaurants,
hotels for "dinner and a play" or a "weekend stay and play" to cross-promote with
local businesses and encourage more overnight guests.*
*ln 2022 we reached out to several hotels in Ellensburg and to Suncadia in Roslyn
to set up hotel packages. Whether it was because it was our first foray into these
types of packages, and we were "unknown" as an event organizer, or there were
factors beyond our control, we struggled to connect with the correct decision
makers at these hotels. ln 2023, we'd like to pursue more opportunities for "Stay &
See a Play" type packages locally, and in Upper County. We worked out a great
system providing specific hotel coupons for tickets that made it easy for Hotel
Windrow to book a package and book play tickets for their guests, and would like
to see these options expanded next year.
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?
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4.1 Collaboration *
LTAC Clerk Review
We work collaboratively within the Laughing Horse Arts Foundation with other
entities such as CentralWashington University, local school districts, and other
community and semiprofessional theaters in the area to promote the goal of
producing musical theater events. For the recent production of Mamma Mia, we
rented set and costume pieces from Wenatchee Musical Theatre, and in turn we
have rented our props/sets/costumes out to other theaters. We work with and
continue to develop our relationship with CWU's Music, Theater and Film
departments, and the Ellensburg School District; many faculty members have
donated their time and efforts behind the scenes and performed in our shows.
Laughing Horse Arts Foundation has several sub-organizations, in Ellensburg and
Cle Elum, and we cross-promote activities and events, and even collaborate for
resources if needed for a production. All of our actors/performers volunteer their
time to rehearse and perform the shows, as well as backstage crew, set builders,
costumers, and hair/makeup helpers who volunteer their time to make sure the
show looks and runs smoothly.
One of the results with the pandemic is that we had to find alternative theatrical
venues in our community. The two main theatres available in Ellensburg are
located in public buildings, which were closed for the majority of the last year and
a half. One of our proud successes is that we created new partnerships with local
businesses and local organizations including the Clymer Museum and Foundation,
and Hotel Windrow to utilize non-traditional spaces and ballrooms for theatrical
performances. We look forward to continuing these partnerships.
ln 2022, Valley Musical Theatre joined as a stakeholder in the newly formed
Ellensburg Arts and Cultural Alliance, and have been a part of the investment,
strategic planning and implementation process. This alliance is made of members
from the city and county leaders, business development, artists and educators to
develop a thriving artist community in Ellensburg.
2500 character limit
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4.2 Promoting Local
*UUSINESS
LTAC Clerk Review
Describe how you will promote lodging establishments, restaurants, and business located in Kittitas County
ln 2022, we had decent success working with Ellensburg restaurants to create
cross-promotion opportunities. One restaurant created a Mediterranean pre-fixe
menu, one gave discounts on desserts, and one created a special cocktail. They
advertised our show via flyers on the table, and we advertised the specials on our
website and ticketing platform. Restaurants had the freedom to structure the
special as worked best for them. We had limited success in connecting with hotel
managers for stay and see a play packages, but we did arrange a special with one
hotelfor a stay and see a play package. As this was the first time a local theatre
has approached the hotels with this type of opportunity, it was a bit of an unknown.
We look forward to applying some tweaks and re-approaching this with the local
hotels for next summer, as we expect particlpation to only improve.
We also rely on local business support to put on the shows itself, with many
businesses providing in-kind donation sponsorship and support. For instance, at
the recent production we received in kind business donations of costume cleaning,
tuxedo rentals, photography services, haircuts, specialty woodwork for our set,
rehearsal space for dancers, water and concession donations, and even the
loaning of pool lounge chairs from one of the local hotels. All told we received
approximately $a,500 in in-kind donations from businesses for Mamma Mia, and
each of these supporters are recognized in our program and on our sponsorship
signage at the show.
2500 character limit
4.3 Host Hotel*ls there a host hotel for your event or grant project? lf yes, 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*As a non-profit arts organization, we are primarily funded by individual donations
and by production revenue. ln the past two years, we have seen steady increases
in our fundraising efforts which helped us to weather the pandemic. We expect
this trend to continue as we return to more normal productions in the next year.
We plan to more heavily promote the event and ticket sales through social media,
website and local advertising.
As a community theater, one of our goals is to keep the ticket price low enough to
make attending more accessible to the broader community including seniors and
students; but raising ticket prices down the line is not out of the question -
especially if theatrical royalties, facility rental costs, and materials costs continue
to rise.
As an organization, we have made some strategic technology purchases (lights,
speakers, drapes) that would allow us to perform more easily in alternative
venues. This in turn allows us to be a more mobile community theatre and helps
us to lower our rental/technology costs for future productions.
And, as indicated above, by actively pursuing more business advertising and
sponsorships, we hope to build a better base of repeat business customers, and
more reliable streams of income for our productions in general.
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.
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LTAC Clerk Review
There is something vital that happens when a group of diverse people come
together to work on a creative project. There is an almost cathartic release for
audience patrons experiencing live theatre. lt helps us to look at ourworld in new
ways, laugh, ponder our lives, process emotions, and join together as a
community. And the theatre patrons give their energy back to the actors. lt is a
symbiotic relationship that transports the actor and audience member to another
world for a brief period of time. We were blown away by the reception and
response from our audiences this year. People came not just once, but to two,
three and even four performances of the same show. One night we had over 550
people in attendance which is our 2nd highest attended performance ever in22+
years of the organization. Every performance there were huge cheers just for the
opportunity to meet back in person. lt reminds us of how vital the arts are,
especially in times of crisis to help us all survive.
As Ellensburg's primary community theater company, we aspire to provide positive
experiences for Ellensburg families - from our "Rising Stars" productions that
provide a creative outlet specifically for middle school students and teens, to our
Summer Mainstage show that provides opportunities for both adults and children
(often being parents and their kids), and are ever finding ways of expanding or
theatrical choices, including non-musical productions, and even dinner theatre.
Our youth develop a passion for live performances that comes with the opportunity
to feel the warmth of the stage lights on their faces and the camaraderie of an
ensemble of players. Our adults get to have an outlet for their creativity that they
cannot typically find in their usual daily lives and work together with others in the
community with whom they otherwise might never cross paths.
2500 character limit
You may upload any supporting documents such as graphs, images, diagrams, marketing materials, etc.
VMT Supplemental - Promotion samples.pdf 1.03MB
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
9129122,'10:46 AM
Additional lnformation
Supporting
Documents
Previous Years
Awarded Lodging Tax
Grants*
Overall Attendance
Past Actual*
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 *
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2,885 2,100
Number of people travelling more than 50 miles for your event?
Past Actual* Projected *
548 400
Number of people traveling from outside WA State for your event?
Past Actual* Projected *
75 55
The number of overnight guests who stay in paid accommodations in Kittitas
County for your event
Past Actual* Projected *
164 120
Number of paid lodging room nights resulting from you event/activity/facility?
Past Actual* Projected *
105 77
Prior Year Paid
Overnight Stay Data
Past Methodology *
ln addition to field above, you may upload the evidence to support the prior years' room/night information.
2022 Audience Location Stats.pdf 435.93K8
Dean Runyan Report- p92 p9S.pdf '179.64K8
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
Othe
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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 Su rvey (preferred)
Structured Estimate
Other
Please explain.
Overnight stays for ithe 2022 production of Mamma Mia, were calculated based
upon 19% of total event attendees (548 individuals) traveling over 50 miles
(response 2.2), and by using spending and accommodation tables and2017 dala
from the Dean Runyan Report:
Day visitors (35%): 192 x $45lperson = $8,640
Overnight (30%) (Hotel/Motel): 164 x $187lperson = $30,668
Overnight (35%) (Private Home): 192 x $5T lperson per trip = 916,rOO
Of those staying in hotel/motel accommodations, the average party size is 2.5
people, and they stay an average of 1.6 nights. 164 people I 2.5 = 65.6 x 1.6
nights = 105 paid lodging room nights
We utilize a ticketing platform for all of our productions that includes reporting of
tickets purchased by zip code, for any purchase online or onsite that is paid with a
crediUdebit card. This accounts for approximately 86.9% of tickets sold. While we
recognize that some local attendees will purchase tickets on behalf of out-of{own
family and friends, this report allows us to get a much more accurate idea of the
number of attendees coming from cities that are 50+ miles away. ln addition, we
use:
lnformal Surveys of the audience at performances
Ticket information
Google and website Analytics and Tracking
Social Media Campaigns and Ads
Coordinate with local restaurants, shops or hotels to set up specials
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.
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Funding sources and amounts which have not yet been secured wilt 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
Funding for which you have applied but not yet secured
Funding Source
Business Sponsorship - Production Elements
Business Sponsorship - Performance Night
Business Sponsorship - Premier Sponsor
Funding Shortfalls *
Amount
$ 1,000 00
$ 2,000.00
$ 5,000.00
What changes will be made if funding for your request is not available or recommended?
The best answer to the above question on other funding, would be partly. Valley
Musical Theater also holds a fall fundraiser every year, the proceeds of which help
support the costs of future productions, including the Summer Mainstage
Production. This production and fundraiserwill be held October2l &22,2022.
There will also be a donation drive in December/January. We are also pursuing
individual performance and production sponsors in the business community.
Those production sponsorships range from $'1000 - $5000 each; we cannot list
businesses we are pursuing these sponsorships with until contracts are signed.
We also pursue in-kind donations for props/sets/costumes as needed for each
production; those are typically finalized in the spring and are determined by the
needs of the production. Lastly, while we have received other grants in 2022, they
are earmarked for other expenses and productions.
As for what changes will be made if funding for your request is not available or
recommended, we are planning broader advertising with the goal of attracting out
of town visitors to the event; many of these ideas are outside our normal budget
and we would have to re-evaluate if the project was not funded, and likely scale
back on these promotions. ln addition, printing costs significantly rose between
2019 and 2022 performances, which affects our print advertising costs, and
resulted in actual expenses that were about $5,000 more than expected this year.
We expect that printing costs will still be higher in 2023, and this is one area
directly affected by these grant funds; without which we might have to make
changes to the quality/quantity of print advertising and promotion. As a last resort,
we might have to cut back on the number of performances offered, or significantly
raise the general admission rate.
2500 character limit.
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Matching Funds
Percentage
Verification of ln-kind
Contributions
Past Actual 3
LTAC Grant Funding $ 0.00
All Other Revenues
LTAC Clerk Review
1379.40
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 verifiTing 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.
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 2018 2019 2022 2023
Revenues From Consolidated Lodging Tax Grant
Account Name
Ticket Sales
Donations - at door
Past Actual 3
$ 14815.00
$ 700.00
Past Actual 2
$ 0.00
Past Actual 2
$ 18090.00
$ 814.00
Past Actual 1
$ 1,875.00
Past Actual '1
$ 53719.00
$ 1298.00
Projected
$ 3,835.00
Projected
$ 42000.00
$ 800.00
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Ad Sales
Concessions
Cast T-Shirt and
Makeup Kits
Business Show
Sponsorships
LTAC Grant Funding
2020 Reimbursement
Ellensburg Event Tax
Fees Collected
$000
$ 1345.00
$ 0.00
$ 370.00
$ 1342.00
$ 1115 00
Past Actual 2
$ 300 00
$ 600.00
$000
$ 250.00
Past Actual 2
2,262
Past Actual 2
$ 22881.00
LTAC Clerk Review
$ 550 00
$ 2077.00
$ 622.00
Past Actual 1
$ 3400 00
$ 500.00
$ 300.00
$ 340.00
Past Actual 1
10,245
Past Actual 1
$ 70106.00
$ 600.00
$ 1800.00
$ 600.00
Projected
$ 1500 00
$ 500.00
$ 300.00
$ 200 00
Projected
7,914
Projected
$ 243188.84
$ 0.00 $ 0.00
$ 0.00 $ 0.00
$ 0.00 $ 0.00
ln-Kind Contributions (except volunteerism)
$ 1020.00 $ 2500.00
$ 2100.00 $ 0.00
$ 2305 00 $ 2100.00
Account Name
Costuming
Props and Sets
Photography
Other - Dry Cleaning
and misc
Past Actual 3
$ 250.00
$ 500 00
$ 0.00
$ 250.00
Contributions of Volunteer Time
Past Actual 3
Number of Hours 2,100
Evidence of Volunteer
Contributions*
Calculated Value of
Projected Volunteer
Time
Past Actual 3
$ 17860.00
Please upload a single file which offers evidence in support of the projected volunteer hours.
Volunteer Hours Calculation.pdf 470.31K8
$ 186,453.84
Revenue Totals
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Expenses
Roya lties/Scri pts/Sco
res
Contract Labor
(Producer, Director,
and Design leads)
Contract Labor
(Music Director,
Conductor,
Musicians)
Production Expenses
(Props/Sets/Costume
s/Hair & Makeup
etc.)
Facility Rental
Lighting/SoundA/ideo
Rental
Printing
Advertising (such as
print ads, social
media, radio, etc.)
Credit Card/Ticket
fees
Ellensburg Event Tax
T-shirts/Branded
swag/Makeup Kits
Health Essentials &
PPE
Concessions/Cast
party
Past Actual 3
$ 3460.00
$ 2321.00
$ 119.00
$ 498.00
$ 736 00
$ 126.00
$ 0.00
$ 000
$ 0.00
$ 285.00
Past Actual 3
$ 17599.00
Past Actual 2
$ 4155.00
$ 5152.00
$ 234.00
$ 400.00
$ 998 00
$ 189 00
$000
$ 1115.00
$ 0.00
$ 109.00
Past Actual 2
$ 23392.00
LTAC Clerk Review
Past Actual '1
$ 9944.00
$ 5427.00
$ 645.00
$ 6617.00
$ 1480.00
$ 85.00
$ 2708.00
$ 679.00
Past Actual 1
$ 41160.00
Projected
$ 9100.00
$ 5500.00
$ 500 00
$ 4000.00
$ 1500.00
$ 100 00
$ 2100.00
$ 600.00
Projected
$ 38350.00
$ 4400.00 $ 3905.00 $ 5150.00 $ 5000.00
$ 3000.00 $ 4700.00 $ 1000.00 $ 4000.00
$ 2654.00 $ 2435.00 $ 6296 00 $ 5000 00
$ 120.00 $ 150.00
$ 1009 00 $ 800 00
Expense Totals
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Profit & Loss
Past Actual 3
$ 261.00
Past Actual 2
$ -511.00
LTAC Clerk Review
Past Actual 1
$ 28946.00
Projected
$ 204838.84
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. That it will abide by all relevant local, state and federal
laws and regulations and; 3. That it has read the information contained in the lnstructions on pages 1 and 2 and
understands and will comply with all provisions thereof.
Certified by
Name*
Sign
Jessica Solberg Black
Applicant'sTitle* ExecutiveDirector
lf-app-16-03.co.kiftitas.wa.us/Forms/form/submission/history/77087/85583?hideHeader=true 19/19
a\z
lntennal Revenue Service
Date: Aprit 12,2003
Laughing Horse Arts Foundation
P.A. Box214
Ellensburg, WA 9B926-0214
Dear Sir:
Oepartrnent of the Treasury
F. O. 8ox 25O8
Clncinnati, Ol-! 4$?0"i
Penson to Gontact:
Ronnie Clemons
Custorner Service Representative
Toli Fnee ?elephone NEember:
8:00 a-rn. to 6:30 p.m. €ST
877-829-5500
Fax Nurnber:
513-263-3756
Federal ldentification Nurrnber:
91-1211173
This is in response to your certificate of Amendment, filed July 6, 1ggg, in the state of washington,changing the organizatioR's name kom Ellensb;rg sil;;irneamr Foundation, to the above as llsted.
our lec0rds indicate that a determinatiqlJgtgljss-ued in July 1984, granred your organiaation €xomptionfrom federal income tax under section'SO1(cX3) of rnl inrliriar Reveiue cocie.-rnat letter is still in effe*
Eased ein information eubsequent{y submitled, we classified your organization as one thai is not a privatefoundation within the leaning or siction 50gG) of the ijoa* n*r"use it is an organization described insections sCIg(a){1) and 1 70{bl6lxAXva}.
This classification was based on the assumption that your organiaation's operations would continue as stdtedin the application' lf your organization's sources of sulpo*, Jr its charact*, **groo of operations, orpurpos€s have changed, please let us know Eo we can considerthe effect or ftl" "n"ng* on the exemptstatus and foundation staius of your oganization.
Your organization is required to fiie Form 9s!, Re!1T ol Qrganization Exempt frcm lneome Tax, onty if itsgrosc receipts each..VeT are normatlly mor* than $2F,OOO. i? a.return is required, it must be filed hy the lsthdav of the fifth montlrr after the eno oi *" orn*t;;;il'" ;ilat accounting period. The taw imposes apenalty of $20 a day' up to a maxintum oi $io,ooo. *n"n " iutum is filed rato, unress there is reasonabrecause for the delay.
All exempt organlaations (unless specifically excludod) are liable f$r taxes under the Federal lnsuranceContributions Act (so-sial security t.axesy o1 remunenation of Si00 or mors paiJ to *"h employee during acalendar year' Your organization is noi tiaate ro"ne iax'i,i',plseo under the Fecreral unemployment rax Act(FUIA).
organizations that ar€ not private foundations are not-subiecilo the excise taxes under chapter 42 of theCode' However, these erganization"
"r* not automaticallv exernpt frorn other federal excise taxes.
Donors may deduct conlributions to your organization as provided in section 1?0 of the code. Bequests,legacies' devises' transfers' or gifts io/orr organization or for its use are deductible for federal estate andgift tax purposes if they rneet the applicable pfuvisions oir*"iion* 2055, 2106, and 2522of the code.
Laughing Horse Arts Foundation
91-1211173
Your organization is not required to file federal income tax retums unless it is subject to the tax on unrelaled
business income under section 511 of the Code. lf your organization is subject tc this tax, it must file an
income tax return on the Form 99&T, Exemptorganization Business lncome Tax Retum. ln this letter, we
are not determining whether any of your organization's present or proposed activities are unrelated trade or
business as defined in sestion 513 of the Code.
The law raquires you to make your organization's annual return available for public inspeclion without charge
for three years after the due date of the retum. lf your organization had a copy of its application for
recognition of exemption on July 15, 1987, it is also required to make available for public inspection a copy of
the exemption application, any supporting documents and the exemption letter to any individual who requests
such documents in person or in writing" You can charge only a reasonable fee for reproduc{ion and actual
postage costs for the copied materials. The lar'v does not reguire you to provide copies of public inspection
documents that are widely available, such as by posting them on the lntemet (World Wide Web). You may
be liable fior a penalty of $2O a day for each day you do not make these documents available for public
inspeclion {up{o a neaXimumof $1O'OO0 i+the casa cf an annualreturn)
Because this letter could help resolve any questions about your organization's exempt status and foundation
stah;s, you should keep it with the organhation,s permanent records.
lf you have any questions, please call us at the telephone number shown in the heading of this letter.
This letter affirms your organization's exempt status.
Sincerbly,
John E. Ricketts, Director, TUGE
Customer Account Services
Exhibit "8"
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 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
appea rance.
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. Advertisins Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A. Print Advertisins:
L. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at L}O% 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 ofthe 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, (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 Advertisins:
1. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed atIOO% of the cost, including any production cost.
2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed at IOO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 8,2(a) above, advertising may be reimbursed at the rate of 7O% of
the total cost, including any production costs.
C. Online Advertisins
7. Online advertising and promotion may be reimbursed aMO% 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
1. 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 statementfrom the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
required documentation.
E. Flvers/Posters:
7. Flyers or posters which are placed outside of Kittitas County may be reimbursed at tOO% 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 poste r/flyer must be provided
along with other required documentation.
2. Banners which are placed inside of Kittitas County may be reimbursed al70O% of the cost,
including any production costs. ln order to receive reimbursement, the banner cannot list a
specified date or location. Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venue/facility of the event may
be reimbursed at 100% of the cost, including any production costs. ln order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking /Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertisins:
1. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed al tOO% 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:
1. Operation costs may be reimbursed 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
at 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,OOO.c. Licenses, permits, insurance, or credit card fees