HomeMy WebLinkAboutLT-2020-009 KEEN Bird Fest Amended EPAmended LT-2020-009-KEEN-Bl RD FEST- Amended EP
2O2O LODGING TAX SERVICES AGREEMENT
BETWEEN KIfiITAS COUNTY AND KITTITAS COUNTY ENVIROMENTAL EDUCATION
NETWORK
This Contract, effective January I,2O2O is made and entered into by and between KITTITAS
COUNTY ("County"), a subdivision of the State of Washington, and KITTITAS ENVIROMENTAL
EDUCATION NETWORK ("Contracto{l,for the 2020 Yakima River Canyon Bird Fest ("Event").
WHEREAS, the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NOW THEREFORE, in consideration of the terms and conditions contained herein, or
attached and incorporated and made a part hereof, the County and the Contractor mutually agree
as follows:
Section 1. Scope of Work.
a. Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A"
which is attached hereto and incorporated herein by this reference.
b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the
following as required to perform the services, described in Paragraph (a) above, in
accordance with this Agreement: Personnel, labor and supervision; technical, professional
and other services. All such services, property and other items furnished or required to be
furnished, together with all other obligations performed, or required to be performed, by
Contractor under this Agreement are collectively referred to herein as "Services."
c. Contractor shall commence, perform and complete such Services in accordance with Exhibit
"8" which is attached hereto and incorporated herein by this reference.
Section 2. Pavment.
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of fifteen thousand dollars (S15,000) (Kittitas Co. lodging
tax funding).
b. Additional payment terms: The County will make payment to the Contractor only on a
reimbursement basis, as receipts/invoices for any items including marketing and/or
advertising are submitted to the County, not to exceed the sum of fifteen thousand dollars
(S15,000) (Kittitas Co. lodging tax funding).
c. Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January t5,2027 after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn: Auditor's Accounting
_2020 County Lodging Tax Funding Agreement Page 7
f
Amended LT-2020-009-KEEN-Bl RD FEST- Amended EP
205 West 5th Ave - Suite 105
Ellensburg, WA 98926
a uditorsaccounting@co. kittitas.wa.us
Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
Contractor is eligible to claim reimbursement for the following items and amounts only:
Advertising and promotion (Cornell Bird Lab, Facebook/Social Media, Bird Watchers Digest,
NPR, AllAbout Bird).
Design Fees (for posters and other promotional materials).
Printing (for posters, flyers, and event program).
a
a
a
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): No Mailing fees.
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
fo I lowing add ress: http ://www.co. kittitas.wa. us/a ud ito r/defa u lt.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. Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b. Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County. ln no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County. lt is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not, therefore, entitled to any benefits provided
employees of the County.
c. Contractor shall comply with all applicable 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
_2020 County Lodging Tax Funding Agreement Page 2
Amended LT-2020-009-KEEN-Bl RD FEST- Amended EP
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, or mental handicap.
The Services shall at all times be subject to inspection by and approval of the County, but
the County's making (or failure or delay in making) such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County with sufficient, safe, and proper facilities and equipment for such inspection and
free access to such facilities.
f . This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or its designee, or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine, audit and copy, with or without notice) all of Contractor's books, documents,
papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4- Release-lndemnitv. and Hold Harmless.
The County assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County, its officers and employees,
agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities,
damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
a Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
Any breach of or default under this Agreement by Contractor
e
a
a
a
,n County Lodging Tax Funding Agreement Page 3
Amended LT-2020-009-KEEN-Bl RD FEST- Amended EP
Section 5. Compliance with Public Records [aw.
ln compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. ln the event a public records request is made to the County for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County shall provide notice to
Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c. The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 5. lndustrial lnsurance Waiver.
With respect to performance of this Agreement and as to any claims against the County, its Additional
lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 5L
of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contracto/s employees
and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is
mutually negotiated by the parties to this Agreement.
Section 7. lnsurance and Endorsements.
a. The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses
arising out of personal injury (including death) or property damage that may result from
performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
c.Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County'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.
e. Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County as an Additional lnsured and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
_2020 County Lodging Tax Funding Agreement Page 4
Amended LT-2020-009-KEEN-Bl RD FEST- Amend ed EP
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8. Termination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portionoftheServicesnotyetperformed,whetherornotContractorisinbreachordefault. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. ln the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of
the date of the notice of termination.
Section 9. Miscellaneous.
Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
c. Notice for any purpose under this Agreement, except service of process, shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W.
5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by
the County to the Contractor shall be given to the Contracto/s address provided on the
signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class,
postage prepaid, certified mail, return receipt requested.
d. The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict, affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
e This Agreement may be executed in one or more counterparts and by facsimile, each of
which will be deemed an original, but all of which together will constitute one and the same
instrument.
f. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
a
County Lodging Tax Funding Agreement Page 5
Amended LT-2020-009-KEEN-Bl RD FEST- Amended EP
violation of any applicable law, ordinance, or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
g. lf any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To
this end, the terms and conditions of this Agreement are declared severable.
h. The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County, State of Washington.
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 following provision is entered into
effective upon adoption by the parties pursuant to section "9b", as reflected by the
signature of the authorized representative(s) of each party. 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.
KIfiITAS COUNTY
BOARD COUNTY MM ERS
c 4lzl lZan [Prin
Vice
_2020 County Lodging Tax Funding Agreement Page 6
Amended LT-2020-009-KEEN-BIRD FEST- Amended EP
Commissioner
ATTEST
APPROVED AS TO FORM
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Deputy Prosecuting Attorney
_2020 County Lodging Tax Funding Agreement Page 7
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2019 *Dd you attend the Aant Ap$icaticxt Vlbrkshop - 2019 hosted by the lfttiias County Oranier of &nnerce?
C Yes
GNo
G Yes,
I have read atd understand Slbrrittal hstftrciions and General lnforrration for the 2019 L@ing Tax ganl Funding
Rlcess
Submittal lnstructions
& General
lnformation *
You are stronglyencouraged to compose your responses to the questions ofthis formwith a desktop text
editor and save your work, then copy and paste the information into the form. You may also save a draft by selecting
the button at the bottom of this page. When you do this you will be logged out and must log back in to continue. ln order
to save a draft you will need to provide an email address and a passraord. After completing the save draft, you will be
redirected to landing page containing a link to log back into the form, We suggest you $ave this link as a bookmark. The
link will also be sent to you in an email.
Organization I nformation
Name of Organization* Kittitas Environmental Education Netvrork
Organ ization Address * Sreet Address
414 Solrth Willow St.
Address Line 2
oty
Ellensburg
tustallZp &de
98926
Website
State/Rovincel@isr
WA
&untry
United States
Federal Tax lD #*
UBI #*
w,taru.ycic.org
22-3485021
602-1 98-363
Organization is a: *f Government Entity
tl 501(c)3
c 501(c)4
r 501(c)6
f Other
(Note: you must submii 501(c)3, 501(c)4, or 501(c)6 approval documentation.)
Click here to view sample documents (redacted).
Upload Proof of lnS Conf of Exempt Status under 501(c)3.pdf
Organization Status *
Acceptade file forn€ts include: JpG FDF or TIFF.
Contact lnformation
Last Name*Scheffer
46.61K8
First Mme*Jiil
Phone Number*509-55 1 -8807
- ..*tmail kittitasee@gmail.com
Project or Event lnformation
ProjecVEvent Name* Yakima River Canyon Bird Fest
Event Dates
Please provide any specific dates, or range of dates, on w{rich your event or project will be held. You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates*
51812020
ProjecVEvent
Location *
Newor Ongoing
ProjecVEvent?*
Amount of Funding
Requested *
End Dates
5t10t2020
Helen McCabe Park, Umtanum Creek
Recreation Area, and Canyon River Ranch
Lodge
r Ongoing ProjecilEvent (More ihan four years in existence)
t' New ProjectlEvent (Four or fewer years in existence)
$ 18700.00
lf you selected "Orgoing FfojecV&ent" abore this anount nay not exceed 1fflo of the total expense budget of this
project.
Funding Request Max 30,350
Tourism Seasons*Fromthe list below, lvhal seasolr will your fojecl enhance tourisn? Selecl any which appiy
[- Year-round {January - December)
l- Off Season (November - February)
V Shoulder Season (October or March - May)
l- High Season (June - September)
Application Questions: Paft '1
Please answer each question completely, in the order listed, Please include anysupporting data within the
response narrative.
1 | ProjecUEvent Description
Please provide a description of your project/event and identify the specific tourism audience/market that your
organization will target with these funds. You must include an itemized list of exactly how any grant funds
awarded will be utilized.
Response 1:
ProjecVEvent*uescnptron
Come bird with KEEN for 3-days during the second r,r,€ekend of May and discover
the natural beauty of Central Washirrgton Siate! The Yakima River Canyon is an
Audubon lmportant Bird Area (lBA) Wth some of the highest densities of passerines
and birds of prey in the State.
The Yakima River Canyon Bird Fest will offer epert-led field trips, vendors,
extended field trips, lectures and keynote speakers, social events and music, and a
plethora of bird r,mtching during early springl
Yakima River Canyon Bird Fest will be a family-friendly event targeting birders
throughout the Pacific Northrrcst and from around the rarorld. Birders travel
thousands of miles to add to their 'life lists' and our festival will fall right in between
two complimentary festivals - the Grays Harbor Shorebird Festival in late April and
the Leavenwrrth Bird Festival in late May. Birders plan iheir travel calendars to
engage in as many birding opportunities as they can, and this feslival in May is the
best time to see colorful. diverse arrd rare bird species in the Canyon.
Yakima River Canyon Bird Fest will feature Friday afternoon registration at festival
headqr-rarters based in Helen McCabe Park. Most attendees will stay overnight in
hotel roonrs, canrp in the Canyon, or stay at the Yakinra River RV Camp. ln
addition, we will secure partnerships with Canyon River Ranch Lodge and other
local hotels lo provide reduced and/or group rates for festival attendees.
Friday evening activities will include ovr/ hooting and bat field trips as rlell as music
and drinks at a local venue to be determined. Saturday morning will begin with very
early field trips, and activities wll continue throughout the day capping off the
evening with our keynote speaker. Conrplementary Get lntimate with the Shrub-
Steppe (another KEFN event) activiiies occur orr Saturday as rnell. Sunday morning
will have more early morning field trips and the festival will wrap up at noon on
Sunday.
Itemized List of Grant Fund ljtilization:
Advertising and Promotion (Cornell Bird Lab, FacebooklSocial Media. Bird Digest,
NPR, All About Birds, Cherry Creek)
Design Fees (for posters and other promotional materials)
Printing (for posters.flyers and event program)
Mailing Costs (to send posters and flyers to reniote locations)
2500 character liirit
List of lntended Use of Funds*
Advertising and Promotion (Cornell Bird Lab,
Facebook/Social Media, Bird Digest, NPR, All About
Bird
Design Fees (for posters and other promotional
materials)
Printing (for posters,flyers and event program)
Mailing Cosis (to send posters and flyers to remote
locaiions)
2l Projections of lncreased Tourism
Please provide the following estimates of how any money received will result in increases in the number of people
traveling for business or pleasure on a trip:
'l . Away from their place of residence or business and staying overnight in paid accommodations;
2. To a place fifty miles or more a\&ay from their place of residence or business for the day or staying overnight;
3. or fronr another country or state oulside of their place of residence or business.
You must provide the evidence utilized in determining your projections.
Response 2.1
Projection *
Response 2.1*Evtdence
Response 2.2..*F/rolectron
1. Away fromtheir place of residence or business and staying oven.tight irr paid acconrmdatrcxrs:
With over 1.1 nrillion annual drivers and thousarrds of birders visiting the Canyon
annually. the Yakima River Canyon Bird Fest is sure to be a very rrell attended
event.
KEEN anticipates 500 attendees in our third year. Based on 2018
attendance, we estimate that 60% of event attendees will be considered tourists
(-300 people) and 80% of them will be staying in paid overnight accommodations
(-240 people).
2500 character linit
We eslimaled attendance numbers based on similar bird \,atching festivals in the
state that regularly attract many hundreds of attendees. a survey \rs conducted in
20'14, Kittitas County Tourism and Recreaiion Plan that identifies wildlife viewing as
the third most popular activity and among the highest day-trip ependiture
category, and WA State SCORP with nearly 60% of tourists engaging in wildlife
viewng activiLies.
We also based our 3rd year numbers on attendance resLllts from last year - our
second year of the event.
Because of this information, lr,e knowthat birders visiting the Yakima River Canyon
Scenic Byway are split equally between males and females with an average age of
61 years old and over. The majority of respondents lived in Western Washington
(King, Pierce, Skagit. and Snohomish Counties) with an income between $100.000
and 9'149,000.
Birders that participated in the survey said lhat they typically travel about 100
miles, but will travel between 100 miles and 500 miles to seek out great birding
opportunities that have a wide variety and rare bird species. Several survey
respondents take yearly trips out of state or country for birding eperiences. When
traveling for birding excursions away from home, mosl stay overnight for
approximately 2 nights in a motellhotel. The nrajority of birders wtro took this survey
said that they have been to the Yakima River Canyon Scenic Byway for birding
excursions. What they like best about the Yakima River Canyon Scenic Byvr,ay is
the varieiy and numLrer of birds ihat show up due to the diversity of habitat.
We also base our projections on use statistics that rare receive from the Bureau of
Land Management about their recreation siies in the Yakima River Canyon Scenic
Bytmy. Recently released use survey numbers show a steady and significant r-rse
pattern in the Canyon thal shows nearly 400,000 overnight stays in the Canyon
during 6 rnonths (May-Oct) in 2017.
2500 cliaracler lin'it
2.To a place fifly niles or nore away fronrtheir $ace of residence o' business fol the day or slaying overnight:
With over 1 .1 million annual drivers and thousands of birders visiting the Canyon
annually, the Yakima River Canyon Bird Fest is sure to be a very well attended
event,
KEEN anticipates 500 attendees in our third year. Based on 201B attendance, we
estimate that 60% of event altendees will be considered tourists (-300 people) and
20% of them will be staying for the day or staying overnight in non-paid
accommodations (-60 people).
2500 characler lirit
Response 2.2:*Evtdence
Response 2.3
Projection *
We estimated atterrdance numbers based on similar bird vwtching festivals in the
state that regularly attract many hundreds of attendees, a survey we condr.rcted in
2014, Kittitas County Tourism and Recreation Plan that identifies wildlife viewing as
the third most popular activity and among the highest day-trip ependiture
calegory, and WA State SCORP with nearly 60% of lourists engaging in wildlife
viewing activities.
We also based our 3rd year numLrers on attendance results from last year - our
second year of the event.
We further base our estimates on a survey of birders visiting the Yakima River
Canyon Scenic Byr,ray we conducted in 2Q14.
Because of that survey, vle know that birders visiting the Yakima River Canyon
Scenic Bpmy are split equally belween males and females with an average age of
6'l years old and over. The majority of respondents lived in Western Washington
(King, Pierce, Skagit, and Snohomish Counties) with an income bet\,{een $100,000
and $'149,000.
Birders that participated in the survey said that they typically travel about 100
miles, but will travel between 100 miles and 500 miles to seek out great birding
opportunities that have a wide variety and rare bird species. Several survey
respondents take yearly trips out of state or country for birding eperiences. When
traveling for birding excursions a\Ey from home, most stay overnight for
approximately 2 nights in a motel/hotel. The majority of birders who took this survey
said that they have been to the Yakima River Canyon Scenic Byuay for birding
excursions. What they like best about the Yakima River Canyon Scenic Byruay is
the variety and number of birds that show up due to the diversity of habitat.
We also base our projections on use statistics that ure receive from the Bureau of
Land Management about their recreaiion sites in the Yakima River Canyon Scenic
Byuay. Recently released use survey numbers show a steady and significant use
pattern in the Canyon that shoM6 nearly 400.000 overnight stays in the Canyon
during 6 months (May-Oct) in 2a17
2500 characler lirit
3. or fromanother cour.rtry or slate outside ol their $ace of residence or business.
With over 1.1 million annual drivers and thousands of birders visiting the Canyon
annually, the Yakima River Canyon Bird Fest rs sure to be a very \,vell attended
event.
KEEN anticipates between 500 attendees in our 3rd year. Based
on last years attendance, i,re estimate that 60% of event attendees will be
considered tourists (-300 people) and that 30% of them will be from another state
or out of Country (-90 people).
2500 character linit
Response 2.3:
*tvtdence
Application Questions: Part 2
We estimated atterrdance numbers based on similar bird uatching festivals in the
state that regularly attract many hundreds of attendees. a survey rarie condlrcted in
2014, Kittitas County Tourism and Recreation Plan that identifies wildlife viewing as
the third nrost popular activity and among the highest day-trip e&enditure
category, and WA State SCORP with nearly 60% of tourists engaging in wildlife
viewing activities.
We further base our estimates on a survey of birders visiting the Yakima River
Canyon Scenic Byvtay tre conducted ia 2014.
Because of that survey, rle know that birders visiting the Yakinra River Canyon
Scenic Byuray are split equally betr,r,raen males and females with an average age of
61 years old and over. The majority of respondents lived in Western Washington
(King, Pierce, Skagit, and Snohomish Counties) with an income betra,een $100,000
and $149,000.
Birders that participated in the survey said that they typically travel about 100
miles, but will travel between '100 miles and 500 miles to seek out great birding
opportunities that have a wide variety and rare bird species. Several survey
respondents take yearly trips out of state or country for birding experiences. When
traveling for birding excursions a\,lay fronl home, most stay overnight for
approximately 2 nights in a motel/hotel. The ma.lority of birders who took this survey
said that they have been to the Yakima River Canyon Scenic Byrmy for birding
excursions. What they like best about the Yakima River Canyon Scenic Byraay is
the variety and number of birds that show up due to the diversity of habitat.
We also base our projections on use statistics thal vrc receive from the Bureau of
Land Managenrent about their recrealion sites in the Yakima River Canyon Scenic
Byvtay. Recently released use survey numbers show a steady and significant use
pattern in the Canyon thal shou,s nearly,400,000 overnight stays in the Canyon
during 6 months (May-Oct) in 2O17.
2500 charai*er liril
3lMeasuring Results
What tools will you use to measure your event's impact on tourism? Please be specific and provide examples. lnclude the
following information:
A. ls your project/event year-round or is it seasonal or dale-specific? Go to definilions of terms.
B. What strategies will you employ to assure you are attracting tourists from at least 50 miles arit,ay?
C. What strategies will you use to assist in marketing all of Kittitas Couniy as a tourist destinalion with your
event/project funding request?
Response 3:
Measuring Results*
Response 3 A:
Measuring Results*
\ hat tods will you use to neasure your evenl's inpacl on tourisn? Hease be specitic and provide exanpes.
A. The Yakima River Canyon Bird Fest is a date specific event.
B. Pre-regislration will be required for events, leclures. and field trips. We can track
attendee information this uay through our online ticket sales.
ln addition, Yakima River Canyon Bird Fest headquarters will be located at Helen
McCabe Park and everyone attending lhe event will be required to check in,
receive their event materials, and in this way, ire will be able to track attendees'
desiinations and overnight siay slatistics.
We will conduct an in-person survey in 2020 in order to rncrease survey responses
and get direct overnight stay data. We have found that our online surveys are not
well-responded to (lrc believe that this is due to the older age of our event
atlendees).
We are constantly refining our advertising methods. Our partnership with Living
Bird Magalne will begin earlier, and add print to their digital presence. They will, at
the conclusion of the publishing/financial cycle, provide the data which will
demonstrate their effectiveness.
C. We have a link to the Chamber r,vebsite, provide Chamber materials in ihe rgo
bags' for every participant, and provide the hotel registration widget on our festival
page.
b 2A20 vre will strive to improve the event and Increase attendance through
appropriate adjustments to the informalion gathered.
Survey questions may include:
-Zip code of residence?
-Staying the night?
-With a friend or in paid accommodations?
-Best part of the event?
-What u,ould you change?
-What wruld you like to add?
-Did you think the event uas \rcll organized?
-Will you attend next year?
-Will you invite friends to altend with you?
-ls there a band you recommend that you riuruld travel to see?
-Howdid you hear about this event?
-What is the best way for you to hear about events like this?
-Will you spend any extra leisure time exploring Ellensburg and
Kitlitas County?
We will have a supply of helpful publicalions, maps, and event schedules provided
by the ChamberA/isitor Center that are included in our registration packets for
atlendees.
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A. ls your prcjecUevent year-lound or is it seasonal oi datespecific?
f Year Round f Seasonal 6 Date Specific
Ycxjr selection here slrojld be supported by the dates you provided above, in the Floject or E/errl lnfornatiwr sectipn.
Response 3 B:
Measuring Results
Response 3 C:
Measuring Results
*
*
B. \\tlat strategies will you enloy to assure you are att€ctirrg tourists frcmat least 50 niles away?
Yakima River Canyon Bird Fest is a date specific shoulder-season event. We wiil
advertise on national birding iaebsites and through Facebook ads with a targeted
audience identified as birders and bird enthusiasts from around the Pacific
Mrthwest.
Our 2018 final report shows our online targeled audience locations for
all ads on Facebook, Living Bird Magadne, and Bird Watcher's Digest (they focus
on Seattle area, Spokane area, Portland area, and Vancouver BC area).
All our advertising will followthe required guidelines for branding as
specified in the grant.
KEENs website and FB pages and social media will identify funders and sponsors
with appropriate recognition.
Further ue will identify affinity events happening during the same time of year ir.t
Kittitas County as a way to identify opportunities io extend stays before and after
the event.
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C Wlat strategies will you use to assisl in n€rketing all oF Kttitas Oounty as a tourisl destinalion with your
evenUproject f unding request?
Traveling to Kittitas County in the spring is one of the besl times to visit our area.
We will follow the rules of the contract on our marketing items with appropriate
logos, and will also u,ork to increase attendance by encouraging other activities
ltrhile here-
KEEN will use our social media accounts to share and cross-post
recreation, farmers markets, wineries and local brerreries to the same audience.
Birders travel thousands of miles to add to their 'li{e lists' and our festival will fall
right in betueen two complimentary festivals - the Grays Harbor Shorebird Festival
in late April and the Leavenra,rrrih Bird Festival in late May.
Birders plan their travel calendars to engage in as many birding opportunities as
they can, and this festival in May is the besi time to see colorful, diverse and rare
bird species in the Canyon.
To the extent possible. u,e will cross post to these other festivals and gain audience
and ad reach that uray.
Each attendee receives the Chamber handout packet in their event go bags, we
link to the Chamber website on our rrebsite, and vre put the hotel registration
widget on our websiie for ease of travel arrangements.
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Application Questions: Part 3
4lCollaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
Collaboration *Yes, KEEN partners with several gror,rps in Kittitas CoLrnty and across the staie to
promote and encourage tourism.
For Bird Fest trre specifically partner with Seattle, Kittitas and Yakima County
Audubon groups and the Kittitas County Field and Streanr Ch-rb. These
organizalions provide e&ertise, field trip leaders, event volunteers, arrd planning
committee members.
We also wcrk with CWU interns arrd professors, expert field trip leaders from
around the slate, and WA State Parks for the location of the event. This event
\,ould not be successful without these partnerships!
We also partner with Canyon River Ranch Lodge for the dinner, auction, and social
gathering for the event.
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5l Future Plans
Please explain what plans exist to allow this project to become self-sustaining. lnclude any plans for ticket
sales, event sponsors, and other cost-recovery models.
Future Plans*KEEN increased sponsorship levels, vendor's fees, and other cosl-covering fees
for participation in 2018.
As the event 910r.46 we believe ihat our sponsorship levels will increase and r,r,e will
attract nrore vendors over iime causing this to continue lo be a revenue positive
event for KEEN and eventually to become self-sustaining.
As happens in the bird-watching lvorld, once an event is established, birders start
to
look for eveni details earlier and earlier (we have in fact, as of this Miting. already
heard from several birders looking tor 2A2O details).
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Application Questions: Part 4
6l Additional lnform ation
Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your
project and its benefit to tourism.
Additional lnformation Unfortunately KEEN rrras not be able to undertake the Yakima River Canyon Bird
Fest in 2019 and rrras forced to decline the lodging taxfunding r,re uere avmrded
The Washington Ornithological Society planned lheir annual meeting and field trips
(essentially the exact same model as our event) for the same ueekend in Moses
Lake. Many of our field trip leaders are members urrth that organization and could
not attend both. We could not move our weekend due to other conflicting dates
within our organization and other nearby bird festivals. WOS moves their
conference location every year, but this year it happened to conflict with ours.
We uere intensely disappointed, and expressed our concerns to WOS clearly, but
ultimately decided that vrre couldn't compete with something so similar so close by.
Please eryress our deep appreciation to the members of the combined Lodging
Tax Advisory Committee. We are thankful for their support and look forward to
applying again for 2020 and having another successful Bird Fest!
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Supporting Documents You rcy uploacl any suppo(ing docun€nts sLch as graphs, imrges, diagran6, narketing neterials, etc,
Save the Date.jpg B7.02KB
You are alloled to subrnt up to 3 single page (L"S L€tter) docunents in JFG FS or llFF fsnnt
7l Previous Lodging Tax Grant lnformation
Previous Years
Awarded Lodging Tax
Grants*
3
Prior Year*
120
Paid Overnights' Data Support
Prior Year Paid
Overnight's Stay
Response*
l-tts your event received LcxJging 1ax lunds in prevlous years?
f No, this event/project has not previously received Lodging Tax Funding
/' Yes, 1 year previous
6 Yes,2years previous
C Yes, 3 or more years previous
How many participants and spectators attended last year's activity and/or will attend
this year?
Prior Year* Projected *
300 750
How many days didiwill your event occur?
Prior Year*Projected *
3
How many paid overnight stays were and/or will be booked as a result of your
projectievent?
Explain how lhe room nights data above from the prior year raas collected and how the projection for the next year is
derived. (For example, if there uras a survey conducted for the prior year, explain the methodology. For the projections,
vr,hat are they based upon and how is that basis justified?)
Projected *
325
2017 and 2018 Bird Fest overnight data was collecled through an online survey
sent to all attendees and strategically extrapolated based on ticket sales address
data.
We had a low response to our online survey after the event in 2018. We believe
this is due to the fact that our event attendees are over 65 for the most part and
are not accustomed to compleling online surveys.
For 2020, rae will ask the question about overnight stays on the registration
form so that ue don't have lo rely only on a survey after the fact. We.will also
conduct in-person surveys during registralion pick up (every event attendee is
required to come to the registration tent at Helen McCabe State Park to pick up
their registration packets).
Registration data is aitached from 20'18. This reflects registration of just the iicket
buyer - most buyers purchased at least 2 or more weekend passes and other ticket
types so it does not reflect the total number of attendees, but does reflect the
distance traveled to attend the event.
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Prior Year Paid
Overnight Stay Data
fur addititrn lo field aLxrve. you nuy ufload the evidence to sLrptxJd ilre pnor years' rmntn,ght infonrution.
Yakima River Canyon Bird Fest 2018 Registration (Responses) - Final
b5.3gKB
pre-registrant list.pdf
You ney uplcrad up {o thr.ee single pages (LS Letter), of inloriralion. lf you a single nuhi-page docLllmnl, only the f irst
lhree pages will be consirle.red. 1lre following fl:rnais. will be aocepted: JFG, Flf or llFl:
Application Questions: Part 5
SlFunding
Does your organization have, or have you applied for, grant funding fronr other sources? lf not. why not? lf yes, please
list ihe 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 yel been secured will be listed separately, in the field(s) directly below.
Finally, what changes would occur if the project couldn't be funded?
Other Funding *Does yor-rr ortanizalicn have. or have you applied lor iunding fromother souices?
t" Yes f No
Funding for which you have applied but not yet secured
Funding Source
National Environmental Education Foundation
Mountaineers Foundaiion
Kittitas Audubon
Funding Shortfalls*
Amount
$ 5,000.00
$ 2,500.00
$ 5,000.00
Matching Funds
Percenlage
Verification of ln-kind
Contributions
9l Project Budget Overview
Please complete budget lor this project/proposal. 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
projectlevent for which you are requesting funding and adheres to the basic budgetformat shown below.
The budget must include anticipated revenues, ependitures, and any potential profit or loss. For projects/events wlrich
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 project/proposal if applicable.
For anyclaimed in-kind contributions valued at $500 or more and related to marketingladvertising, you must
submit verifying documentation which assures the contribulion will be provided. For instance, if you are
claiming in-kind contributions in the form of adverlising nratch, a binding contract itemiZng the matching value and
obligating each party must be provided.
ATTENTION: ln an effort to allowan 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.
\il.ral cl,anges would occur rl the project cculdn't be f unded?
lf advertising funds are not supported through this process r,re will likely reduce the
number of ads ue place in print format - as that is the most expensive format.
Specifically the Living Bird Maga2ne p[int forn]at is quite epensive. ln addition,
vue'd limit the number of NPR ads purchased as that is another expensive option.
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113.64
llris liekiwill aukl lill ,/vith the correcl percentage based on your inpllt to bldetet seclion tx{olv
Fcr any clainr:d in-krnd contributkNs valued al $500 or Rtre and rdated lo rrnrketingladvertising, you rrrIsl subrii
vertlying docur':entation which assures lhe conlribulion will be provided.
Budget Year
Edit if necessary 2017 2018 0
Revenues From Consolidated Lodging Tax Grant
Past Actual 3
$ 10,000.00
Past Actual 3
$ 1000.00
$ 250.00
$ 0.00
$ 3000.00
Past Actual 3
$ 0.00
Past Actual 2
$ 7,000.00
Past Actual 2
$ 2645.00
$ 500.00
$ 0.00
$ 6565.00
Past Actual 2
$ 0.00
Past Actual 1
$ 0.00
Past Actual 1
$ o.oo
$ o.oo
$ o.oo
$ o.oo
Past Actual 1
$ o.oo
Past Actual 1
2024
Projected
$ 18,700.00
Projected
$ 5500.00
$ 75o.po
$ 2500.00
$ 12500.00
Projected
$ 0.00
Projected
1,022
LTAC Grant
Funding
All Other Revenues
Account Name
Sponsorships
Collateral Sales
Vendor Fees
Ticket Sales
ln-Kind Contributions (except volunteerism)
Account Name
Contributions of Volunteer Time
Past Actual 3 Past Actual 2
Number of Hours 'l ,000 1,012
Evidence of Volunteer Flease upload a single file which offers evidence irr support of the projected vdunteer hours.
Contributions* yRCBirdFestVolunteerJustification.pdf
Calculated Value of
Projected Volunteer
Time
$ 24.A78.32
121.98KB
Revenue Totals
Expenses
Account Mme
Advertising
Collateral
Purchases
lnsurance
Bus Rental
Past Actual 3
$ 14250.00
Past Actual 3
$ 10000.00
$ 3500.00
$ 1500.00
$ 2000.00
Past Actual 2
$ 16710.00
Past Actual 2
$ 7000.00
$ o.oo
$ 1500.00
$ 400.00
Past Actual 1
$ o.oo
Past Actual 1
$ o.oo
$ 0.00
$ o.oo
$ 0.00
Projected
$ 64028.32
Projected
$ 14500.00
$ 1000.00
$ 1500.00
$ 600.00
Account Name
Speaker Fees
Entertainment
Program Printing
,
Supplies
Ticket Selling Fees
Catering and Venue
Rental
Hospitality
Mailing Costs
Design
Past Actual 3
$ 1000.00
$ o.oo
$ 1500.00
$ 675.00
$ 300.00
$ o.oo
$ 500.00
$ 0.00
$ 0.00
Past Actual 2
$ 1000.00
$ o.oo
$ 1847.00
$ 430.00
$ 300.00
$ 4000.00
$ 500.00
$ 0.00
$ 0.00
Past Actual 2
$ 16977.00
Past Actual 2
$ -267.00
Past Actual 1
$ 0.00
$ o.oo
$ 0.00
$ o.oo
$ 0.00
$ o.oo
Projected
$ 1500.00
$ 500.00
$ 2500.00
$ 750.00
$ 300.00
$ 5000.00
$ 500.00
$ 200.00
$ 1500.00
Projected
$ 30350.00
Projected
$ 33678.32
Expense Totals
Profit & Loss
Past Actual 3
$ 20975.00
Past Actual 3
$ -6725.00
$ 0.00
$ o.oo
$ 0.00
Past Actual 1
$ o.oo
Past Actual 1
$ 0.00
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 trr.4ro might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military siaius, serual
orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, state and federal larnrs and
regulations and; 3" That it has read the information contained in the lnstructions on pages 1 and2 and understands and
will comply with all provisions thereof.
Certified by:
Name *Jill Scheffer
Sign
Applicant's Title* President
Exhibit "8"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Brandins
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 with an operational linkto the site(s). The logo must be displayed on the
contractor's home page, it must be sized no smaller lhan% inch in height, and must be
surrounded by appropriate white space to allow easy recognition and legibility. Contractors
shall not change the logo(s) in color or appearance.
B. Print Advertisine and Online Displav Advertisine of all types ( including but not limited to
newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party
websites, streaming displays, etc.) must include the County's and appropriate City's tourism
website logo. 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. Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A. Print Advertisine:
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 of the event and up to L0 days prior to
the event may be reimbursed at 100% 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)(al above, advertising reimbursement requests must include a
statement from the media provider specifiTing 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 at 100% of the cost, including any production cost.
2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed at tOO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 8,2(a) above, advertising may be reimbursed at the rate of 7Oo/o of
the total cost, including any production costs.
C. Online tstng:
1'. Online advertising and promotion may be reimbursedatl}Oo/o 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 LOOo/o 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. Flve
1'. Flyers or posters which are placed outside of Kittitas County may be reimbursed aL !00% ot
the cost, including any production cost. ln order to 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 aL t}O% of the cost,
includinganyproductioncosts. lnordertoreceivereimbursement,thebannercannotlista
specified date or location. Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venuefacility 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 Advertising:
L. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at LOO% of the cost, including any production cost.
2. Radio advertising placed with any media provider located inside of Kittitas County may be
reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed at I0O% 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 atthe rate of 30%of
the total cost, including any production costs.
G. Operation Reimbursement:
t. Operation costs may be reimbursed LO}% 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
atI0O% 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 S5,0OO.c. Licenses, permits, insurance, or credit card fees