HomeMy WebLinkAboutLT-2023-015-PATRIOT NIGHTLT-2023-015-PATRIOT N IG HT
2023 TODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND KITTITAS VATLEY EVENT CENTER
This Contract, effective January 7,2023 is made and entered into by and 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 KITTITAS VALLEY EVENT
CENTER ("Contractor") for the PATRIOT NTGHT UNDER THE LTGHTS (,,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 hereln, 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 bythis reference.
b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the
following as required to perform the services, described in Paragraph (a) above, in accordance
with this Agreement: Personnel, labor and supervision; technical, professional and other
services. All such services, property and other items furnished or required to be furnished,
together with all other obligations performed, or required to be performed, by Contractor
under this Agreement are collectively referred to herein as "services."
c. Contractor shall commence, perform and complete such Services in accordance with Exhibit
"8" which is attached hereto and incorporated herein by this reference.
Section 2. Pavment
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of twenty-five thousand dollars (525,000.00) (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 twenty-five thousand
dollars (S25,000.00) (City of Ellensburg todging tax funding).
c. Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January 10, 202\ after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn: Auditor's Accounting
_2023 County Lodging Tox Funding Agreement Poge 7
LT-2023-015-PATRIOT N IGHT
205 West 5th Ave - Suite 105
Ellensburg, WA 98926
a ud ito rsaccou nting@ 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:r Event marketing and advertisements (radio, newspaper, digital, printed materials:
ba nners/posters/
. Talent fees (headlining and after party artist)r Equipment Rental (ticketing equipment, sound systems, light systems, stage, chairs,
generators)
g. contractor is not eligible to claim reimbursement for any items not listed in section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a): 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
fol lowi ng add ress: http ://www.co. kittitas.wa. us/a ud ito r/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 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 alltimes 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.
e
c.Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now or hereafter in effect, of any governmental
authority (including, but not limited to, such requirements as may be imposed upon the
County and applicable to Services). Contractor shall furnish such documents as may be
_2023 County Lodging Tax Funding Agreement Page 2
LT-2023-015-PATRIOT N IG HT
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 shallat alltimes be subject to inspection by and approvalof 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 tRS regulations.
Section 4.ease. lndemnitv. and H d Harmless
The County or City assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County and the City, their 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 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,
a
a
a
_2023 County Lodging Tax Funding Agreement Page 3
a
LT-2023-015-PATRIOT N IGHT
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
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 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 51 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. Insurance and Endorsements
a. The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising
out of personal injury (including death) or property damage that may result from performance
of the Services or this Agreement, whether such performance is by Contractor or any of its
employees, agents or representatives.
Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
ta County Lodging Tax Funding Agreement Page 4
LT-2023-015-PATRIOT N IGHTd. Copies of the Cou nty's written req uest a nd the insu ra nce docu m ents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
e. Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County 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 Audit or,205W 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.
a
,nr2 County Lodging Tox Funding Agreement Page 5
e
LT-2023-O15.PATRIOT N IGHT
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
BOARD OF COUNTY COMMISSIONERS CONTRACTOR
_2023 County Lodging Tox Funding Agreement Page 6
LT-2023-015-PATRIOT N IGHT
o IPrint N
&
/
ztI
lAddressl
[Telephone]
ofthe Board
AS TO FORM
Deputy Prosecuting Attorney
_2023 County Lodging Tox Funding Agreement Poge 7
9129122, 11 :10 AM LTAC Clerk Review Ernrbrt /r\
R
CLTAC: Clerk Application Review
Current Year Grant
Application
Workshop*
Name of
Organization *
Organization
Address*
Upload Proof of
Organization Status*
Street Address
901 E 7th Ave, Suite 1
Address Line 2
Suite'1
City
Ellensburg
Postal / Zip Code
98926
2021 W-9 signed.pdf
Acceptable file formats include: JPG, PDF or TIFF,
State / Province / Region
Washington
Country
United States
1 38.1 BKB
Did you attend the Grant Application Workshop for the current year hosted by the Kittitas County Chamber of
Commerce?
Kittitas Valley Event Center
Yes
No
Clerk Verification *Please confirm whether the applicant attended the workshop or not.
Yes
No
Organ ization I nformation
Organization is a:*Business
Non-Profit
(Note: Please submit w-9 for business or IRS Designation Letter for non-profit.)
Click here to view sample documents (redacted).
Project Contact I nformation
First Name*Kady
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/776O2t85647?hideHeader=true 1t14
9129122,11:10 AM LTAC Clerk Review
Last Name*Porterfield
Phone Number* 509-962-7675
.,*trmail kady. po rterfield@co. kittitas.wa. us
Project or Event lnformation
ProjecUEvent Name* Patriot Night Under the Lights
Service Categories Check all categories that apply to this application
To u rism promotionlmarketin g
Operation of a special event designed to aitract tourists
Operation of a tourism related facility
Other
Event Dates
Please provide any specific dates, or range of dates, on which your event or project will be held. You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates*
7t1t2023
ProjecUEvent
Location *
New or Ongoing
Project/Event? *
Amount of Funding
Requested *
Funding Request Max 131 ,800
End Dates
7t4t2023
Kittitas Valley Event Center
Ongoing ProjecUEvent (More than four years in existence)
New ProjecVEvent (Four or fewer years in existence)
$ 25000.00
lf you selected "Ongoing ProjecUEvent" above this amount may not exceed 1 0% of the total expense budget of
ihis project.
lf-app-16-03.co.kiftitas.wa.us/Forms/form/submission/historyi77602l85647?hideHeader=true 2114
9129122,11:10 AM LTAC Clerk Review
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:
ProjecVEvent
Description *
Video Link
List of lntended Use of Funds*
Event marketing and advertisements (radio,
newspaper, digital, printed materials:
banners/posters/
Talent fees (headlining and after party artist)
Equipment Rental (ticketing equipment, sound
systems, light systems, stage, chairs, generators)
2l Supporting Kittitas County as a tourism destination
Patriot Night Under the Lights is a patriotic 4th of July celebration full of music,
food, and family fun held in the Kittitas Valley Event center in Ellensburg, wA. The
event will take place between July '1st to July 4th on a single day that is yet to be
officially determined. The event will feature a well-known country music artist as
the concert headliner, and we will book another crowd-pleasing talent for the
opening act and Patriot After Party in the famous Behind the chutes. Food
vendors and beverage gardens will also be open, keeping the attendees refreshed
throughout the event. other special features will include the growing display of
vintage military vehicles, an armed forces display, and newly included patriotic
commercial vendors. The night will be topped off with a professional firework show
that willwow the crowd!
2500 character limit
Please provide us link to a brief video summary of you organization's evenUproject. You MUST be present at the
Q&A meeting to qualif,T for funding.
https.i/youtu. be/JTm_WS mFx-Y
lf-app-'16-03.co.kittitas.wa.us/Forms/form/submission/history/77602185647?hideHeader=true 3t14
9129122, 11 :10 AM LTAC Clerk Review
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 evenVactivity/facility?
Pairiot Night Under the Lights is attractive to tourists because people across our
state and region love country music and attending concerts. people also love to
find a fun and exciting way to celebrate our independence on the 4th of July
weekend. This is a large-scale event meant to cater to the tastes of both locals
and tourists alike at a venue well-known across ihe pacific Northwest.
Ellensburg and the surrounding Kittitas county area has plenty of available
lodging offerings over the course of the 4th of July weekend, especially with our
newly built hotels, and we at KVEC also offer on-site camping. This makes it easy
for ouloftown visitors to find a place to stay and be willing to travel to our area.
Food, beverage tastings, outdoor recreation, and other tourist attractions in our
county make traveling to Ellensburg for 4th of July weekend that much more
enticing.
2500 character limit
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77602/85647?hideHeader=true 4t14
9129122,11:10 AM
Response 2.2 *
Application Questions: P art. 2
3l lmpact
LTAC Clerk Review
Describe the prior success of your evenUactivity/facility in attraction tourists.
we had our biggest year yet in 2022 with an increase in event attendees, which
included more non-local people (tourists). Despite having colder weather than
normal in early July, we were able to maintain beverage sales levels throughout
the evening and we had several more food vendors participate this year. lt was
unfortunate that the City of Ellensburg had to cancel their activities in the Pool and
Memorial Park the morning of the event, but that didn't put a damper on the rest of
the event and things picked right up when doors opened for the concert.
After a stunning NationalAnthem by a recently graduated E.H.s student, we had
opening act Briana Renea kick off the concert and get people going before Easton
corbin took the stage. Easton corbin put on a great performance and brought in
some younger crowd than past artists, but he had a classic country sound and
presence that was enjoyed by all ages.
It was so fun to gei the fireworks show back and lit off this year. lt was so
appreciated by the ticket buyers and the community members all around who get
to enjoy it for free. There's a lot of safety planning and preparation that goes into
this fireworks show, although it all hinges on ihe wind speed in the end. The
weather couldn't have cooperated any better for us! This professional setup is the
safest way for the whole community to enjoy a grand-scale fireworks show in one
location without them risking lighting off their own at home.
The night closed with the Patriot After Party in Behind the Chutes featuring Briana
Renea. Her high energy, stellar cover performances, and rocking original songs
kept people dancing until the very end. overall, 2022 turned out to be a smooth
operation and great event to bring in tourists and give locals a way to celebrate
within their community too. The event partners, service providers, sponsors,
volunteers, and event attendees shared the upmost positive comments and many
our looking forward to a bigger 20231
2500 character limit
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77602/85647?hideHeader=true 5t14
9129122, 11:10 AM
Response 3:
Measuring Results*
4.2 Promoting Local
*trustness
LTAC Clerk Review
Describe how you will promote your event/activity/facility to attracl tourists.
The event will first be promoted through targeted social media and digital ads in
regional areas to promote online awareness and get direct-click traffic to our
website for tickets. lt'll be promoted to country music fans, patriots, and families
looking for holiday fun. We are continuing to expand our social media targeting to
regions outside the washington border, along oregon and into ldaho as well. we
saw growth in our western washington next year as well, so we will be marketing
in both the Northwest and southwest corners of washington next year. we will
build on the relationships with our radio partners from the columbia Basin, up to
Wenatchee, over to Seattle, down to Yakima and the Tri-Cities, and over to
Spokane.
2500 character limii
Describe how you will promote lodging establishments, restaurants, and business located in Kiititas County
Our plan is to establish a larger local business partner program to, in turn,
promote one another on an even bigger scale this year. The event team is working
on ideas currently on which businesses would make great partners in cross-
promoting through social media and on-site visitors. Our website has been a
wonderful tool to feature businesses such as hotels, restaurants, bars, and much
more where we can help drive event attendee traffic io their small businesses as
well during their stay.
2500 character limit
Application Questions: Part 3
4l Gollaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other events,
how is this accomplished?
4.1 Collaboration*Currently, we have valuable partnerships with both community groups, as well as
regional and corporate sponsors. Our major sponsors we look to have back for the
2023 event include King Beverage (Budweiser)and Legends casino Hotel. we've
also found success in local trade partnerships with KXDD radio, Cherry Creek
Media, and the Hampton lnn of Ellensburg to help support our event operations
and marketing. Our community partners are valuable as a volunteer effort to help
run our event and set special displays. These groups include the Kittitas County
Fair Board, Ellensburg Rodeo Posse, Ellensburg Rodeo Royal court, Rodeo city
Roller Girls, National Guard, and Antique Military Vehicles Club. We are also
thankful to all our first responder volunteer help that ensures we all have a safe
and fun time. This includes Kittitas Valley Fire and Rescue as well as the Kittitas
County Sheriffs Department Reserve Program.
2500 character limit
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77602l85647?hideHeader=true 6t14
9129122, 11 :10 AM LTAC Clerk Review
4.3 Host Hotel*ls there a host hotel for your event or grant project? lf yes, list the hotel.
No
Yes. Hampton lnn of
Ellensburg
5l Future Plans
Please explain what plans exist to allow this projeet to become self-sustaining. lnclude any plans for ticket
sales, event sponsors, and other cost-recovery models.
Future Plans *As Patriot Night Under the Lights grows as an established annual event, we
expect the event attendees to keep increasing each year. We have the capacity to
double our attendance as we proceed, so by making this a desired and
memorable event we can become self-sustaining just by increased ticket sales.
However, as the event grows it also becomes more marketable to major sponsors
and we work with a Sponsorship Consultant that specializes in event sponsorships
to assist in generating that funding each year. Through the growth opportunity in
each of these areas, we plan to be self-sustaining in the next couple years.
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.
lf-app-'t 6-03.co.kittitas.wa.us/Forms/form/submission/history/77602/85647?hideHeader=true 7114
9129122,11:10 AM LTAC Clerk Review
Additional lnformation Tickets are sold at a fair and reasonable price to encourage concert attendance.
Having a website with our ticketing platform integrated into it assists in increased
ticket sales through ease of finding allevent info and process of purchasing all in
one place. We also provide ticket discounts for our active military and veterans as
we salute them for all they do and have done for our country.
A small flat fee is charged to the local vendors we invite to have a space at our
event, so it's a great incentive for them to profit off most of their sales. This is
another great way Patriot Night Under the Lights continues to support our local
economy, organizations, and businesses!
Rodeo City Rollergirls have continued to put together a bartending crew to serve
in our beverage gardens the last couple events. lt seems to have served as a
great fundraiser for them and they do such a great job! There has been increased
revenue shown in beverage sales, which really helps the bottom line.
ln addition to our marketlng and partnership efforts through the community and
surrounding region, we partnerwith a lot of our large, staple events held right here
at the Kittitas Valley Event center throughout the late winter, spring, and early
summer to promote our event and hopefully bring their event attendees back to
town. lt's been a cost-affordable way to locally market to non-local people.
2500 character limit
You may upload any supporting documents such as graphs, images, diagrams, marketing materials, etc.
22 AlEC 1920 x 1080.jp9 1 .64M8
291 420530 _12497 AW52507 852:47 981 0482461 ... 1 1 3. 38KB
291 862190 _7 549443957 08441 _447 5398928920 . . . 17 o .22K8
You are allowed to submit up to 3 single page (US Letter) documents in JPG, PDF or TIFF format
7l Previous Lodging Tax Grant lnformation
Supporting
Documents
Previous Years
Awarded Lodging Tax
Grants*
Overall Attendance
Past Actual*
1,513
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 *
1,700
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/776O2185647?hideHeader=true 8114
Number of people travelling rnore than 50 miles for your event?
Past Actual* Projected *
307 g7S
Nunnber of people traveling from outside wA state for your event?
Past Actual* Projected *
45 60
The number of overnight guests who stay in paid accommodations in Kittitas
County for your event
Past Actual* Projected *
355 375
Number of paid lodging room nights resulting from you event/activity/facility?
Past Actual* projected *
135 150
9129122,11:10 AM
Prior Year Paid
Overnight Stay Data
Past Methodology*
LTAC Clerk Review
ln addition to field above, you may upload the evidence to support the prior years' room/night information.
You may upload up to three single pages (US Letter), of information. lf you a single multi-page document, only
the first three pages will be considered. The following formats, will be accepted: JPG, PDF or TIFF
What methodology did you use to calculate the 2019 actual numbers?
Direct Count (preferred)
lndirect Count
Representative Survey
I nformal Survey (preferred)
, Structured Estimate
Other
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77602185647?hideHeader=true 9114
9129122, 11:10 AM
Projected
Methodology*
Methodology
Narrative *
LTAC Clerk Review
What methodology will you use to calculate the upcoming numbers?
Direct Count (preferred)
lndireci Count
Representative Survey
I nformal Survey (preferred)
Structured Estimate
Other
Please explain.
Our estimates of overnight stays are currently calculated using our ticket data. We
analyze all tickets sold to out-of-town and out-of-county ticket purchasers. we
calculate how far they came from and how many tickets they purchased to gather
our estimates of who stayed overnight in Ellensburg ln the future, we would like to
find resources io assist in building a survey into our ticket purchasing experience
to be able to poll who will be staying overnight or not to see how the data
compares and get more data from our customers.
2500 character limit
Application Questions: Part 5
8l Funding
Does your organization have, or have you applied for, grant funding from other sources? lf not, why not? lf yes, please
list the funding you have for the project, including any volunteer and in-kind sources in Question 9l Project Budget
Overview.
Funding sources and amounts which have not yet been secured will be listed separately, in the field(s) direcfly 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 oiher sources?
Yes No
Explanation *lf not, why not?
we have not applied for additional funding sources outside of this grant. we are
not aware of other resources at this time that we are eligible for or are specific to
events. We are usually not eligible for applied funding due to our local municipality
status. However, every year we attempt to expand our sponsor funding in order to
increase support and keep costs down for event attendees.
2500 character limit
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77602185647?hideHeader=true 10t14
9129122, 11:10 AM
Funding Shortfalls*
Matching Funds
Percentage
Verification of ln-kind
Contributions
LTAC Clerk Review
what changes will be made if funding for your request is not available or recommended?
lf funding is not available, we will have to decrease our spending limits on talent
fees and marketing. Large concert events have high fixed costs in order to hold
them successfully and safely, so those costs cannot be easily adjusted or
negotiated. Therefore, we are left to work with the more flexible costs when
ordering advertising or booking an artist. This may lead to a decrease in public
interest of the event if the talent is not popular enough to sell tickets or if we aren't
able to market the event as heavy and get the word out there.
2500 character limit.
439.40
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 verifying documentation which assures the contribution will be provided.
9l Fnoject tsudEet Overview
Please complete budget for this project/proposal. lf your agency operates independently of this project application it
may not be necessary to submit the entire agency budget. You nnust submit a budget which specifically pertains to
the projecUevent for which you are requesting fundinE and adheres to the basic budget forrnat 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 clalrned in-kind contributions valued at $500 or more and related to marketing/advertising, you must
subrnit verifying documentation which assures the eontribution 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.
::
:!:
I
iiI
ai
it,
Yt
Il
a
,t
,I
,11
t
&
?
!
*
' :' : J. jr; .!--., : .:..,.
Budget Year
Edit if necessary 2020 2021 2022 2023
Revenues From Consolidated Lodging Tax Grant
Past Actual 3 Past Actual 2 Past Actual 1 projected
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77602/85647?hideHeader=true 11t14
9129122,11:10 AM
LTAC Grant Funding $ 0.00
All Other Revenues
LTAC Clerk Review
$ 18,500.00 $ 22,750.00 $ 25,000.00
ln-Kind Contributions (except volunteerism)
Account Name
Ticket Sales
Beverage Sales
Vendors
Sponsors
Merch Proceeds
Account Name
Runner Vehicle
Hotel Rooms
Past Actual 3
$ 0.00
$ 0.00
$ 0.00
$ 000
$ 0.00
Past Actual 3
$000
$ 000
Past Actual 2
$ 55250.00
$ 18316.00
$ 100.00
$ 12000.00
$000
Past Actual 2
$ 0.00
$ 250.00
Past Actual 2
246
Past Actual 2
$ 104416 00
Past Actual 1
$ 61976.00
$ 22020.29
$ 500 00
$ 10000 00
$ 522.00
PastActual 1
$ 250.00
$ 450 00
PastActual 1
167
Past Actual 1
$ 118468.29
Projected
$ 69000.00
$ 24000.00
$ 700.00
$ 15000.00
$ 400.00
Projected
$ 250 00
$ 500 00
Projected
200
Projected
$ 139562.00
Contributions of Volunteer Time
Past Actual 3
Number of Hours 0
Evidence of Volunteer
Contributions*
Calculated Value of
Projected Volunteer
Time
Revenue Totals
Past Actual 3
$ 0.00
Please upload a single file which offers evidence in support of the projected volunteer hours
Z122Volunteers.pdf BB.ZTKB
$ 4,712 00
Expenses Past Actual 3 Past Actual 2 Past Actual 1 projected
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77602185647?hideHeader=true 12t14
9125122, 11:10 AM
Advertising
Consultant
PrinURadio/Digital
Advertising
Signage/Posters/Ban $ 293.00
ners
IIAC Clerk Review
$ 850.00 $ 250.00 $ 379.05
$ 1226.00 $ 11809.00 $ 7320.60
Music License Fees
lnsurance
Talent Fees
Agent Services
Production
Equipment and
Services
Operating Rentals
Catering
Security Services
Ticketing Equipment
and Fees
Operating Supplies
Beverages for
Resale
Sponsorship
Commission
Fireworks
Bartender Labor
Banking Fees
Miscellaneous
$ 958 00
$ 0.00
$ 0.00
$ 2000.00
$ 0.00
$000
$000
$000
$ 0.00
$000
$000
$000
$ 15000 00
$ 0.00
$ 89.00
$ 0.00
$ 958 00
$ 1787.00
$ 42000.00
$ 2000.00
$ 18831 .00
$ 5052.00
$ 1450.00
$ 3060.00
$ 3533 00
$ 836 00
$ 3830.00
$ 0.00
$ 400.00
$ 1315.00
$ 216 00
Past Actual 2
$ 102405 00
$ 1966 00
$ 4875.00
$ 37250.00
$ 3712.50
$ 20230.80
$ 5006 00
$ 3059.00
$ 1595 00
$000
$ 587.40
$ 3276 37
$ 15000.00
$ 480.00
$ 1845 00
$ 765.13
Past Actual 1
$ 111103.85
$ 1200.00
$ 1000 00
$ 800.00
$ 2000.00
$ 5000.00
$ 53000.00
$ 5300 00
$ 24000.00
$ 5500.00
$ 3200 00
$ 2000.00
$ 000
$ 600.00
$ 5000 00
$ 15000.00
$ 500 00
$ 2200.00
$ 1000 00
Projected
$ 131800.00
$ '1478.00 $ 756.00
$ 3600.00 $ 3000.00 $ 4500 00
Past Actual 3
$ 20416.00Expense Totals
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77602185647?hideHeader=true 13t14
9129122, '11:11AM
Profit & Loss
Past Actual 3
$ -20416.00
Past Actual 2
$ 2011 00
LTAC Clerk Review
Past Actual 1
$ 7364.44
Projected
$ 7762.00
Application Certification
The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any contract
arising from this application, unlawfully discriminate against any employee, applicant for employment, client, customer,
or other person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military
status, sexual orientation, creed, place of birth, or disability; 2. 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 i and 2 and
understands and will comply with all provisions thereof.
Certified by: Sign
Name*Kady Porterfield
Applicant's Title* Event Center Director
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77602/85647?hideHeader=true 14t14
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 linkto 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 lhan %
inch in height and must be surrounded by appropriate white space to allow easy recognition and
legibility. Contractors shall not change the logo(s) in color or appearance.
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 Advertising:
1. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at tOO% 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 7OO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 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:
L Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at 100% of the cost, including any production cost.
2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will
be reimbursed as follows:
a. For date-specific events, advertisingthe dayof the event and upto 7 days priorto
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(al above, advertising may be reimbursed at the rate of lO% of
the total cost, including any production costs.
C. Online rtisins:
1. Online advertising and promotion may be reimbursed at 10O% 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 tOO% of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to
receive reimbursement, a list of the addresses and a signed statementfrom the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
required documentation.
E. Flvers/Posters:
1' Flyers or posters which are placed outside of Kittitas County may be reimbursed at tOO% 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 aI IOO% of the cost,
including any production costs. ln order to receive reimbursement, the banner cannot list a
specified date or location. Request can only be made one time.3. Signage (site layout use only) which are placed inside of the venue/facility of the event may
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 Advertising:
1. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at IOO% 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 ofthe event and up to 7 days prior to
the event may be reimbursed at tOO% of the cost, including any production cost.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 F,2(a) above, advertising may be reimbursed at the rate of 3O% of
the total cost, including any production costs.
G. Operation Reimbursement:
I. Operation costs may be reimbursedLOO% of the paid invoice cost. ln orderto receive
reimbursement operations invoice must an approved cost from the Consolidated Lodging
Tax committee members list. lnvoice provided must include notation of payment with proof
of payment.
2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed
atIOO% of cost. ln order to receive reimbursement, a signed statement from the receiver
along with other required documentation. Mileage reimbursement subject to IRS mileage
reimbursement rates which may change annually.
3. ltems not eligible for reimbursement:
a. Salaries of employees
b. Capitol purchases- any item with 3+ years life and over 55,000.c. Licenses, permits, insurance, or credit card fees