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HomeMy WebLinkAboutLT2026-014 NEW SUNCADIA HOSPITALITY LLC HARVEST FESTIVAL FINAL LT-2026-014 NEW SUNCADIA HOSPITALITY LLC HARVEST FESTIVAL _______2026 County Lodging Tax Funding Agreement Page 1 2026 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND NEW SUNCADIA HOSPITALITY LLC This Contract, effective January 1, 2026, is made and entered into by and between KITTITAS COUNTY acting as agent for and on behalf of the CONSOLIDATED LODGING TAX COMMITTEE (“County”), and NEW SUNCADIA HOSPITALITY LLC (“Contractor”) for SUNCADIA’S HARVEST FESTIVAL (“Event”). WHEREAS, the purpose of this Agreement is to provide for activities and expenditures designed to increase tourism, and; WHEREAS, the constituent members of the Consolidated Lodging Tax Committee are Kittitas County, City of Roslyn, City of Cle Elum, and the City of Ellensburg (the cities are individually and collectively referred to in this Agreement as “City”); 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 resources described in its Application for Lodging Tax Funds submitted to the Lodging Tax Advisory Committee, attached as Exhibit “A” which is incorporated herein by reference. b. To perform the services described in Paragraph (a) above and in accordance with this Agreement, Contractor shall furnish necessary equipment, property, personnel, labor, supervision, and all necessary 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 the “Services.” c. Contractor shall commence, perform and complete such Services in accordance with Exhibit “B” which is attached hereto and incorporated herein by this reference. Section 2. Compensation. a. Pursuant to the grant award for year 2026, the maximum compensation allowed under this Agreement is $15,000. b. Compensation under this Agreement shall be provided on a reimbursement basis upon submission of a proper reimbursement request accompanied by the required supporting documentation for the applicable expenses (including, without limitation, receipts and invoices). c. Reimbursable expenses must be incurred between January 1, 2026, and December 31, 2026. All reimbursement requests must be submitted no later than January 11, 2027, at 5:00 p.m. LT-2026-014 NEW SUNCADIA HOSPITALITY LLC HARVEST FESTIVAL _______2026 County Lodging Tax Funding Agreement Page 2 d. Requests for reimbursements must be submitted to: Kittitas County Auditor Attn: Auditor’s Accounting 205 West 5th Ave – Suite 105 Ellensburg, WA 98926 auditorsaccounting@co.kittitas.wa.us e. Reporting requirements of your events will be required on prescribed forms from the County Auditor. f. Contractor is eligible to claim reimbursement only for the following items and in the amounts specified below: • Marketing Expenses • Entertainment & Activity Expenses • Rental Infrastructure Expenses g. For event-related expenses, Contractors shall submit all reimbursement requests, together with the required supporting documentation, in no more than two (2) reimbursement requests submitted at the conclusion of the applicable event. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f). h. Contractors must complete the Lodging Tax Reimbursement online training course provided by the County Auditor’s office prior to submitting a reimbursement request. Requests for reimbursement will not be accepted or approved by the County Auditor prior to the training being completed. The training may be found online at the Kittitas County Auditor’s website at the following address: http://www.co.kittitas.wa.us/auditor/default.aspx i. Lodging Tax funds provided under this Agreement shall be used solely for the activities, operations, and expenditures expressly authorized herein. If the Contractor: (i) fails to expend the Lodging Tax funds in accordance with this Agreement, and/or (ii) uses such funds for any unauthorized purpose, then any funds received and not properly expended or accounted for shall, without prejudice to any other available remedy or penalty, be repaid to the County together with interest at the rate of twelve percent (12%) per annum. LT-2026-014 NEW SUNCADIA HOSPITALITY LLC HARVEST FESTIVAL _______2026 County Lodging Tax Funding Agreement Page 3 Section 3. General Terms and Conditions. a. Assignment and Subcontracting: This Agreement may not be assigned or subcontracted in whole or in part without the express prior written approval of the County. Any such assignment or subcontracting without the County’s prior written consent shall be voidable at the County’s option. b. Independent Contractor: Contractor’s services shall be furnished by Contractor as an independent contractor, and nothing stated herein shall be construed to create a relationship of employer-employee or a guarantee of future employment. Contractor acknowledges that its entire compensation under this Agreement is specified in Attachment "B", and that Contractor is not entitled to any County benefits, including but not limited to: vacation pay, holiday pay, sick leave pay, medical, dental, or other insurance benefits, or any other rights or privileges afforded to County employees. c. Nondiscrimination: Contractor will not discriminate against any recipient of any services or benefits provided for under this Agreement on the grounds of age, race, creed, color, national origin, citizenship or immigration status, sex, sexual orientation, marital status, honorably discharged veteran or military status, or the presence of any sensory, mental or physical disability or the use of a trained dog guide or service animal by a person with a disability. d. Right to Review; Maintenance of Records: This Agreement is subject to review by any Federal or State auditor. The County or their designee shall have the right to review and monitor the financial and service components of the work performed under this Agreement by whatever means are deemed expedient by the County. Such review may occur with or without notice, and may include, without limitation, on-site inspection, inspection of all records or other materials which the County deems pertinent, and any and all communications with or evaluation by service recipients under this Agreement. Contractor shall preserve and maintain all records relating to this Agreement for six (6) years after termination or expiration of the Agreement, and upon request shall make them available for review by any Federal or State auditor, the County and/or any persons authorized by the County. 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. e. Taxes: Contractor understands and acknowledges that neither the County will not withhold Federal or State income taxes from payments made to Contractor. Where required by State or Federal law, Contractor authorizes the County to make withholding for any taxes other than income taxes (e.g., Medicare). All compensation received by Contractor will be reported to the Internal Revenue Service at the end of the calendar year in accordance with applicable IRS regulations. It is the responsibility of Contractor to make its necessary estimated tax LT-2026-014 NEW SUNCADIA HOSPITALITY LLC HARVEST FESTIVAL _______2026 County Lodging Tax Funding Agreement Page 4 payments throughout the year, if any, and Contractor is solely liable for any tax obligation arising from Contractor’s performance of this Agreement. The County will pay sales and use taxes imposed on goods or services acquired hereunder as required by law. Contractor must pay all other taxes, including but not limited to: business and occupation tax; or taxes based on (1) Contractor’s gross or net income, or (2) personal property to which the County does not hold title. The County is exempt from federal excise tax. f. Non-Transferability of Grant Assets: The Grantee is prohibited from pledging, mortgaging, assigning, or otherwise encumbering any grant funds or property acquired or improved with such funds. Any such attempt shall be considered null and void and unenforceable against Kittitas County. Section 4. Indemnification. To the fullest extent permitted by law, Contractor agrees to indemnify, defend and hold the County and their departments, elected and appointed officials, employees, agents and volunteers, harmless from and against any and all claims, damages, losses and expenses, including but not limited to court costs, attorney's fees and alternative dispute resolution costs, for any personal or bodily injury, sickness, disease or death, for any damage to or destruction of any property (including the loss of use resulting therefrom), and for any other claims, damages, losses, and expenses sustained by the County, which (1) are caused in whole or in part by any act or omission, negligent or otherwise, of Contractor, its employees, agents or volunteers, or Contractor’s subcontractors, their employees, agents or volunteers; or (2) are directly or indirectly arising out of, resulting from, or otherwise connected with the performance of this Agreement; or (3) are based upon Contractor’s or its subcontractors’ use of, presence upon or proximity to the property of the County. This indemnification obligation of Contractor shall not apply in the limited circumstance where the claim, damage, loss or expense is caused by the sole negligence of the County. This indemnification obligation of Contractor shall not be limited in any way by the Washington State Industrial Insurance Act, RCW Title 51, or by application of any other workmen's compensation act, disability benefit act or other employee benefit act, and Contractor hereby expressly waives any immunity afforded by such acts. The foregoing indemnification obligations of Contractor are a material inducement to the County to enter into this Agreement, are reflected in Contractor’s compensation, and have been mutually negotiated by the parties. The County reserves the right, but not the obligation, to participate in the defense of any claim for damages, losses or expenses, and such participation shall not constitute a waiver of Contractor’s indemnity obligations contained in any section of this Agreement. In the event Contractor enters into subcontracts to the extent allowed under this Agreement, each such subcontractor shall indemnify the County on a basis equal to or exceeding Contractor’s indemnity obligations to the County. LT-2026-014 NEW SUNCADIA HOSPITALITY LLC HARVEST FESTIVAL _______2026 County Lodging Tax Funding Agreement Page 5 Section 5. Termination. a. This Agreement may be terminated at any time by mutual written agreement of the parties. b. The County, by giving written notice, may terminate this Agreement at any time without cause and without further obligation to Contractor except for payment due for deliverables provided and/or services performed prior to the effective date of termination. An equitable adjustment in the contracted price for partially completed tasks will be made by the County, but such adjustment shall not include compensation for loss of anticipated profit on uncompleted work. c. If Contractor defaults by failing to perform any of its obligations under this Agreement, or becomes insolvent, is declared bankrupt or commits any act of bankruptcy or insolvency, or makes an assignment for the benefit of creditors, the County may, by written notice to Contractor, terminate the Agreement, and at the County's option, obtain performance of the work elsewhere. If the Agreement is terminated under this paragraph, Contractor shall not be entitled to receive any further payments under this Agreement until all of its obligations hereunder have been fully performed, and any extra cost or damage to the County shall be deducted from any money due or coming due to Contractor. Furthermore, in the event of termination under this paragraph, Contractor shall bear the costs of any extra expenses incurred by the County in completing the work, and all damages sustained, or which may be sustained, by the County. d. If the termination results from acts or omissions of Contractor, including but not limited to misappropriation of funds provided hereunder, nonperformance of required services, and/or fiscal mismanagement, Contractor shall return to the County immediately any funds, misappropriated or unexpended, which have been paid to the Contractor by the County, together with applicable interest calculated at the rate of twelve percent (12%) per annum. e. Termination of this Agreement by any means provided herein shall not excuse any party’s performance of its obligations hereunder through the effective date of termination, except that the County shall not be obligated to pay for services that have not been performed or deliverables that have not been provided. Section 6. Miscellaneous. a. Cities as a Party. The other constituent members of the Consolidated Lodging Tax Committee (Cities of Roslyn, Cle Elum, and Ellensburg) are not direct parties to this Agreement but are intended third-party beneficiaries of this Agreement and to the extent set forth herein certain of its provisions are for the benefit of these Cities and are enforceable by these Cities in their own names (collectively and/or individually) and in their capacities as Washington municipal corporation(s). LT-2026-014 NEW SUNCADIA HOSPITALITY LLC HARVEST FESTIVAL _______2026 County Lodging Tax Funding Agreement Page 6 b. Contractor Commitments, Warranties, and Representations: Contractor represents and warrants as follows: b.1. Contractor represents that it has been duly authorized by the County to enter into this Agreement and to perform the obligations set forth herein. Contractor warrants that it possesses all necessary legal authority to enter into and perform this Agreement. b.2. Contractor has the authority to execute this Agreement, to make the representations and warranties set forth herein, and to perform its obligations hereunder. b.3. This Agreement has been validly executed by an authorized representative of Contractor and constitutes a valid and legally binding and enforceable obligation of Contractor. b.4. Contractor holds, or will obtain prior to commencing work under this Agreement, such licenses, permits and other authorizations from federal, state and local governmental authorities, or from any applicable industrial or professional certification or licensing bodies, as are necessary for the lawful performance of its obligations under this Agreement, and will maintain such throughout the term of this Agreement. b.5. Contractor 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. Contractor is not subject to any order or judgment of any court, tribunal or governmental agency which materially and adversely affects its operations or assets in the State of Washington, or its ability to perform its obligations under this Agreement. b.6. Contractor is not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency. b.7. None of the representations or warranties in this Agreement, and none of the documents, statements, certificates or schedules furnished by Contractor in connection with the performance of the obligations contemplated under this Agreement, contains or will contain any untrue statement of a material fact or omits or will omit a material fact necessary to make the statements of fact contained therein not misleading. c. Waiver: The waiver of any default or breach of this Agreement, or the failure of a party to enforce any provision hereof or to exercise any right or privilege hereunder, shall not be deemed to waive any prior or subsequent default or breach, the enforcement of any provision hereof, or the exercise of any right or privilege hereunder, unless otherwise stated in a writing, signed by the parties hereto. LT-2026-014 NEW SUNCADIA HOSPITALITY LLC HARVEST FESTIVAL _______2026 County Lodging Tax Funding Agreement Page 7 d. Ownership of Items Produced: All writings, programs, data, reports, films, recordings, or other materials prepared by Contractor and/or its consultants or subcontractors, in connection with the performance of this Agreement, shall be the sole and absolute property of the County. The County will have all rights of ownership therein, including but not limited to the right to use, copyright, trademark, and/or patent, and the ability to transfer any or all ownership rights. e. Complete Agreement: This Agreement constitutes the entire agreement between the parties and supersedes any and all other agreements, understandings, negotiations and discussions, oral or written, express or implied, regarding the work to be performed hereunder. The parties agree that no other representations, inducements, promises, agreements, or warranties relating to this Agreement, oral or otherwise, have been made between the parties. Except as provided elsewhere in this Agreement, no modification or waiver of this Agreement shall be valid or binding unless in writing and signed by the parties. f. Notice: Notice for any purpose under this Agreement, except service of process, shall be given by the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W 5th Ave. Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the Contractor shall be given to the Contractor’s address provided on the signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified mail, return receipt requested. g. Headings: The headings of sections and paragraphs of this Agreement are for convenience of reference only and are not intended to restrict, affect, or be of any weight in the interpretation or construction of the provisions of such sections or paragraphs. h. Severability: If 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 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 to be severable.. i. Venue and Choice of Laws: In the event that any litigation should arise concerning this Agreement, the venue for such action shall be in the Superior Court of the State of Washington in and for the County of Kittitas. This Agreement shall be governed by the laws of the State of Washington. j. Force Majeure; Termination without Liability. 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 LT-2026-014 NEW SUNCADIA HOSPITALITY LLC HARVEST FESTIVAL _______2026 County Lodging Tax Funding Agreement Page 8 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. k. Time: Time is of the essence in the performance of this Agreement unless otherwise agreed between the parties in a signed writing. l. Construction: This Agreement has been mutually reviewed and negotiated by the parties, and should not be construed against the drafter. m. Agreement Not for Benefit of Third Parties: This Agreement is entered into solely for the benefit of the parties hereto and vests no rights in, nor is it enforceable by, any third parties. LT-2026-014 NEW SUNCADIA HOSPITALITY LLC HARVEST FESTIVAL _______2026 County Lodging Tax Funding Agreement Page 9 KITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACTOR ________________________________ ______________________________ Chair [Print Name] ________________________________ Vice Chair [Sign Name] Commissioner [Address] Telephone] Date signed: ________________________________ ATTEST: _________________________ Clerk of the Board Letter to Prospective Applicants Dear Prospective Applicants, Thank you for considering applying for the 2026 Lodging Tax Fund. As a crucial part of our community's efforts to bolster tourism and enrich our local culture, we are excited to outline the specific goals and priorities of the Consolidated Lodging Tax Committee for the upcoming year. Our committee is dedicated to supporting events that not only draw visitors to our community but also contribute to its long-term vitality and prosperity. To this end, we are particularly focused on the following criteria for 2026: Off-Season Events: We are eager to fund events that take place during off-peak times, as these have the potential to stimulate economic activity during typically slower periods. Priority will be given to proposals for new events that diversify our community's offerings and attract visitors throughout the year. Uniqueness of Event: We seek events that stand out for their originality, creativity, and distinctiveness. Whether through innovative programming, cultural significance, or immersive experiences, we are interested in supporting events that capture the imagination and leave a lasting impression on attendees. Community Support and Strategic Alignment: It is essential that funded events have a tangible impact on the community in which they are held and align with its strategic goals. We encourage applicants to demonstrate how their event will contribute to local businesses, promote cultural exchange, or enhance community well-being, among other objectives. Emphasis on Tourism from Outside the 50-Mile Radius: Proposals should outline strategies for marketing and outreach to attract visitors from neighboring regions and beyond, thereby maximizing the economic and cultural benefits of the event. (RCW 67.28.1816) We believe that by prioritizing these criteria, we can support events that not only drive tourism but also foster community engagement, stimulate economic growth, and showcase the unique identity of Kittitas County. We encourage all interested applicants to carefully review the guidelines and criteria outlined in the application materials and to submit proposals that align closely with our goals and priorities. Together, we can create memorable experiences that enrich our community and leave a lasting legacy for years to come. Thank you for your interest in the 2026 Lodging Tax Fund. We look forward to receiving your applications and working together to make Kittitas County a vibrant destination for visitors and residents alike. Sincerely, Consolidated Lodging Tax Committee EXHIBIT A LTAC Application You are strongly encouraged to compose your responses to the questions of this form with 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. In order to save a draft you will need to provide an email address and a password. After completing the save draft, you will be redirected to landing page containing a link to log back into the form. We suggest you save this link as a bookmark. The link will also be sent to you in an email. Did you attend the Grant Application Workshop for the current year hosted by the Kittitas County Chamber of Commerce?* Confirmation and Acknowledgement:* Name of Organization * Organization Address * Organization Classification * Upload Proof of Organization Status (NOTE: incorrect/incomplete documentation will disqualify the application)* NOTE: The project contact listed below MUST be a volunteer/member/employee of the organization requesting funds. First Name * Last Name * Yes No I have read and understand Submittal Instructions and General Information for the Lodging Tax Grant Funding Process. I acknowledge that a representative for my organization will need to attend (either virtually or in-person) the oral presentation meeting to answer questions. Organization Information New Suncadia Hospitality LLC City Cle Elum State / Province / Region WA Postal / Zip Code 98922 Country USA Mailing Address 770 Suncadia Trail Business Non-Profit Click here to view sample documents (redacted). Acceptable file formats include: JPG, PDF or TIFF New Suncadia Hosp. W9 2024 (1).pdf 1.77MB Project Contact Information Adelle Tower Phone Number * Email * Project/Event Name * Project/Event Location * New or Ongoing Project/Event?* 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.* Start Dates *End Dates Service Categories * Tourism Seasons * Amount of Funding Requested * Funding Request Max 1| Project/Event Description 425-891-6112 atower@suncadia.com Project or Event Information Suncadia's Harvest Festival Historic Nelson Farm, Suncadia Resort Ongoing Project/Event (More than four years in existence) New Project/Event (Four or fewer years in existence) 10/3/2026 10/4/2026 10/10/2026 10/11/2026 Check all categories that apply to this application Tourism promotion/marketing Operation of a special event designed to attract tourists Operation of a tourism related facility Other 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) If you selected "Ongoing Project/Event" above, this amount may not exceed 10% of the total expense budget of this project. 17340.00$ 19,440.00 Please answer each of the following questions completely, in the order listed. Please include any supporting data within the response narrative. Application Questions: Part 1 Response 1.1: Please provide a description of your project/event.* Response 1.2: Please provide us link to a brief video summary of you organization's event/project.* Suncadia's Harvest Festival is a signature fall event held annually at historic Nelson Farm in Suncadia, spanning the first two weekends of October. This family-friendly celebration brings together locals and visitors to enjoy a curated mix of seasonal attractions including a vendor market featuring regional artisans, pony rides, complimentary art activities, a pumpkin patch, live musical entertainment, food and beverages for purchase, and displays of vintage vehicles and farm equipment. What makes Harvest Festival truly unique is its deep connection to the agricultural heritage and community spirit of Upper Kittitas County. Unlike other seasonal events, it blends interactive experiences with cultural storytelling, offering guests not just entertainment, but a sense of place. The festival’s location at Nelson Farm, a historic and scenic venue, enhances its authenticity and charm. By showcasing local talent, businesses, and traditions, the event serves as a powerful driver of tourism. It attracts families from across Washington and neighboring states, encouraging overnight stays and increased spending at local lodging establishments, restaurants, and shops. The festival’s timing in the shoulder season also helps extend the tourism calendar beyond the summer peak, supporting year-round economic vitality in the region. 2500 character limit Note: You MUST be present at the Q&A meeting to qualify for funding. https://app.air.inc/a/bHFRp8vAw Response 1.3: List of Intended Use of Funds * Note: This language will be related in the contract if awarded. The CLTAC cannot approve funds not listed under RCW 67.28.1816. However, the committee has the right to be more restrictive. Marketing Expenses Entertainment & Activity Expenses Rental Infrastructure Expenses 2| Supporting Kittitas County as a tourism destination. 1. Away from their place of residence or business and staying overnight in paid accommodations; 2. To a place fifty miles or more away from their place of residence or business for the day or staying overnight; 3. Or from another country or state outside of their place of residence or business. You must provide the evidence utilized in determining your projections. Response 2.1: Why would tourists travel to Kittitas County to attend your event/activity/facility?* Tourists will travel to Kittitas County to attend Suncadia's Harvest Festival because it offers a uniquely immersive fall experience that blends seasonal charm with local heritage. Held at historic Nelson Farm in Suncadia, the festival features attractions that appeal to a wide range of visitors, from families seeking wholesome entertainment to couples and groups looking for a scenic weekend getaway. The event includes a vendor market showcasing regional artisans, pony rides, complimentary art activities, a pumpkin patch, live music, and displays of vintage vehicles and farm equipment. These elements not only celebrate the agricultural roots of the area but also create a festive and nostalgic atmosphere that’s hard to find elsewhere. Its timing in early October makes it a perfect shoulder-season draw, encouraging travel outside the peak summer months. The festival’s reputation for quality programming and its picturesque setting make it a destination-worthy experience, prompting overnight stays and extended visits that benefit local lodging, dining, and retail businesses. 2500 character limit 3| Impact Response 3: Describe how you will promote your event/activity/facility to attract tourists.* 4| Collaboration Response 2.2: Describe the prior success of your event/activity/facility to attract tourists.* The prior success of Suncadia's Harvest Festival demonstrates its powerful ability to attract tourists and foster community engagement in Kittitas County. In 2024, the 18th Annual Harvest Festival welcomed approximately 10,200 attendees over two weekends, including Suncadia residents, resort guests, and visitors from surrounding regions. This turnout highlights the festival’s growing reputation as a destination-worthy seasonal event. The festival offered a wide array of attractions; pony rides, wagon rides, a hay maze, pumpkin painting, live music, artisanal vendor markets, and more, creating a dynamic and inclusive experience for guests of all ages. The diversity of activities, from line dancing lessons to axe throwing and foam parties, ensured broad appeal and encouraged extended visits and overnight stays. Feedback from attendees and vendors was overwhelmingly positive, and participation in key activities like the hay maze and pumpkin patch was strong. The festival’s success was measured not only in attendance numbers but also in its economic impact, with increased exposure and sales for local businesses and artists. The event has become a beloved tradition in the region, and its continuous growth supported by grants and community partnerships have solidified its role as a cornerstone of fall tourism in Kittitas County 2500 character limit Application Questions: Part 2 To attract tourists and maximize attendance for Harvest Festival, Suncadia will execute a comprehensive omnichannel marketing strategy that integrates multiple promotional platforms into a cohesive and engaging event campaign. This approach ensures consistent messaging and maximizes visibility. Key Promotional Tactics: Paid Digital Advertising - Targeting audiences located more than 100+ miles from Kittitas County, with a strategic focus on the Seattle metro area and expanding into Eastern Washington markets such as Spokane and the Tri-Cities. Email Marketing - Outreach to past attendees, regional interest groups, and subscribers within our growing hospitality (100k+) and real estate databases to encourage repeat visitation and increase awareness. Website Integration - Dedicated event pages featuring detailed information, lodging packages, and curated local highlights to support visitor planning and conversion. Social Media Campaigns - Active promotion across platforms including Facebook, Instagram, LinkedIn, and TikTok, using visually compelling content and storytelling to drive awareness, RSVPs, and ticket sales. On-Site and Community Engagement - We will leverage strategically placed signage, personalized Suncadia concierge recommendations, and direct communications with guests and residents to encourage participation and convert current visitors into event attendees. Influencer Partnerships - Collaborations with regional influencers to amplify reach and generate authentic content that resonates with travel-minded audiences. This strategy is supported by robust annual hospitality and real estate marketing budgets created to drive vacation rental occupancy and real estate property sales, allowing for sustained investment in high-impact campaigns and innovative outreach. These resources enable us to scale our efforts, test new channels, and ensure consistent visibility throughout the year. 2500 character limit Application Questions: Part 3 Response 4.1: If your organization collaborates or has created partnerships with other organizations, groups, or other events, how is this accomplished?* Response 4.2: Describe how you will promote lodging establishments, restaurants, and business located in Kittitas County * Response 4.3: Is there a host hotel for your event or grant project? If yes, list the hotel.* 5| Future Plans Our organization actively fosters partnerships with local nonprofits, businesses, and community groups through a variety of collaborative efforts designed to support shared goals and amplify community impact. This year, we’ve partnered with Girls with GRIT, a local nonprofit, to host a 5K race as a fundraiser. This collaboration includes joint planning, cross-promotion, and logistical support to ensure the event’s success while raising awareness and funds for their mission. We’re also offering the pumpkin patch element of our fall programming to Habitat for Humanity as a fundraising opportunity. This allows these organizations to engage with the community, raise funds, and build visibility in a fun, seasonal setting. For our vendor market, we’ve waived fees for local farming organizations and nonprofits, removing barriers to participation and helping them connect with new audiences. This not only supports their missions but also enriches the diversity and authenticity of our events. Additionally, we’re working with Teanaway Country Store to host a pop-up shop with Suncadia, expanding awareness of their storefront and brand. This partnership helps promote local business while enhancing the guest experience at our events. These partnerships are built through direct outreach, shared planning, and mutual promotional efforts. We also offer sponsorship packages that allow businesses to gain exposure while supporting community programming, and we regularly provide fundraising opportunities to local groups, including high school sports teams. Together, these efforts reflect our commitment to building meaningful, mutually beneficial relationships that strengthen our community and create memorable experiences for all. 2500 character limit We actively promote lodging, dining, and business establishments throughout Kittitas County by integrating them into our community events and outreach efforts. Vendor Market Inclusion: Local businesses are invited to participate in our vendor markets, giving them direct access to event attendees. This year, we’ve featured several local farms and nonprofits by waiving vendor fees, ensuring their visibility and encouraging community engagement. Local Talent and Services: We hire local bands and AV companies to support event production, which not only enhances the experience for guests but also provides economic support to regional service providers. Sponsorship and Fundraising Opportunities: Businesses are offered sponsorship packages that provide exposure while supporting community programming. We also create fundraising opportunities for groups like high school sports teams and nonprofits, helping them connect with the public in meaningful ways. Cross-Promotion and Digital Campaigns: We highlight lodging and dining options in our promotional materials and digital campaigns, encouraging visitors to explore and stay in the area. For example, Teanaway Country Store is hosting a pop-up shop with Suncadia, expanding awareness of their storefront and brand while enhancing the guest experience. This integrated approach ensures that our events not only attract tourists but also drive economic benefit to the broader Kittitas County community. 2500 character limit No Yes Suncadia Resort Response 5: Please explain what plans exist to allow this project to become self-sustaining. Include any plans for ticket sales, event sponsors, and other cost-recovery models.* To ensure the long-term sustainability of Suncadia's Harvest Festival, we are implementing a multi-pronged strategy focused on revenue generation, cost recovery, and community partnerships. Key components of our sustainability plan include: Event Sponsorships: We actively pursue sponsorships from local and regional businesses, including food vendors, lodging establishments, and service providers. Sponsors receive promotional visibility through signage, digital media, and event materials, creating a mutually beneficial relationship. Vendor Fees: Artisanal and food vendors contribute through participation fees, which help cover infrastructure and marketing expenses. The popularity of the vendor market, featuring around 20 booths, ensures continued interest and financial support. In-Kind Contributions: We leverage community partnerships for in-kind support such as volunteer staffing, equipment rentals, and promotional services. These contributions reduce overhead and strengthen local engagement. 2500 character limit Application Questions: Part 4 6| Additional Information Response 6.1: Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your project and its benefit to tourism. Suncadia's Harvest Festival is a free and open-to-the-public event that actively promotes tourism and economic development in Kittitas County. Our marketing strategy is designed to reach audiences 50 miles or more from Kittitas County, including major population centers such as Seattle, Spokane, and the Tri-Cities. This extended reach ensures that the festival draws visitors who are likely to stay overnight in local lodging establishments and spend at local restaurants and shops. As Suncadia's Harvest Festival continues to grow in scale and regional impact, our current funding pathways, largely reliant on internal budgets, the Suncadia Fund for Community Enhancement grant, and limited sponsorships—are no longer sufficient to meet the rising costs of infrastructure, marketing, and programming. This is why we are applying for the LTAC grant: to ensure we can continue offering high-quality, inclusive programming that benefits both residents and tourists, while sustaining the festival’s long-term viability and expanding its reach. LTAC support will allow us to scale responsibly, deepen our community partnerships, and enhance the visitor experience in meaningful ways. These efforts reflect our commitment to creating a high-impact, inclusive event that benefits both residents and visitors. By combining strategic marketing, community collaboration, and a diverse array of attractions, Harvest Festival serves as a powerful driver of tourism and economic vitality in Kittitas County. 2500 character limit Response 6.2: You may upload any supporting documents such as graphs, images, diagrams, marketing materials, etc. You are allowed to submit up to 3 single page (US Letter) documents in JPG, PDF or TIFF format Suncadia Harvest Festival 2023 Social Media Report.pdf 284.38KB 7| Previous Lodging Tax Grant Information Response 7.1: Has your event received Lodging Tax funds in previous years?* No, this event/project has not previously received Lodging Tax Funding Yes, 1 year previous Yes, 2 years previous Yes, 3 years previous Yes, 4 or more years previous Response 7.2: Overall Attendance * Past Actual *Projected * 10,200 11,220 Response 7.3: Number of people travelling more than 50 miles for your event?* Past Actual *Projected * 8,670 9,537 Response 7.4: Number of people traveling from outside WA State for your event?* Past Actual *Projected * 510 561 Response 7.5: The number of overnight guests who stay in paid accommodations in Kittitas County for your event?* Past Actual *Projected * 2,247 2,471 Response 7.6: Number of paid lodging room nights resulting from you event/activity/facility?* Past Actual *Projected * 766 842 Response 7.7: In addition to fields 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. If you a single multi-page document, only the first three pages will be considered. The following formats, will be accepted: JPG, PDF or TIFF Community Events Report.pdf 34.36KB Response 7.8: What methodology did you use to calculate the prior years' actual numbers?* Direct Count (preferred) Indirect Count Representative Survey Informal Survey (preferred) Structured Estimate Other Response 7.9: What methodology will you use to calculate the upcoming numbers?* Direct Count (preferred) Indirect Count Representative Survey Informal Survey (preferred) Structured Estimate Other Response 7.10: Please explain your methodology.* Please explain. To accurately estimate attendance at our events, we utilize a combination of AI-powered photo analysis and vendor sales data. We capture wide-angle and overhead photos throughout the event and use AI software to analyze crowd density and movement patterns. This technology allows us to generate reliable headcounts by identifying individuals in various zones and calculating attendance over time. It also helps us understand peak hours and guest flow, which informs future event planning and staffing. In addition to visual analysis, we cross-reference attendance estimates with vendor and food & beverage sales. By tracking the number of tasting tickets sold, food truck transactions, and beverage purchases, we gain a secondary data point that validates our visual counts. This dual-method approach ensures accuracy and provides a comprehensive picture of guest engagement. Together, these tools allow us to report attendance confidently and demonstrate the tourism impact of our events to stakeholders and funding partners. 2500 character limit Application Questions: Part 5 8| Funding Response 8.1: Does your organization have, or have you applied for funding from other sources?* Funding Source Amount Response 8.3: What changes will be made if funding for your request is not available or recommended?* Matching Funds Percentage 9| Project Budget Overview Please complete budget for this project/proposal. If 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 project/event for which you are requesting funding and adheres to the basic budget format shown below. The budget must include anticipated revenues, expenditures, and any potential profit or loss. For projects/events which are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations (need not be consecutive) for the project/proposal if applicable. For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must submit verifying documentation which assures the contribution will be provided. For instance, if you are claiming in-kind contributions in the form of advertising match, a binding contract itemizing the matching value and obligating each party must be provided. ATTENTION: In an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do so will potentially jeopardize your application's chance for review. Budget Year Edit if necessary Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Yes No Response 8.2b: List all funding sources and amounts for which you have applied but have not yet secured.* Suncadia Fund for Community Enhancement Grant 173,400.00$ Suncadia Hospitality - Marketing 5,000.00$ LTAC Grant 17,840.00$ If funding for our request is not available or recommended, we will implement several adjustments to ensure Suncadia's Harvest Festival can still proceed while maintaining its core appeal: Scale Back Complimentary Activities: We may reduce the number of free attractions such as art activities, foam parties, or live performances, focusing instead on those with the highest impact and engagement. Seek Alternative Sponsorships: We will intensify outreach to local and regional businesses for sponsorships and in-kind contributions. This includes offering promotional visibility in exchange for financial or logistical support. Leverage Existing Assets: Marketing will rely more heavily on organic channels; social media, community newsletters, and word- of-mouth, while minimizing paid advertising. 2500 character limit. 1050.46 This field will auto fill with the correct percentage based on your input to budget section below. 2023 2024 2025 2026 Verification of In-kind Contributions Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours Calculated Value of Projected Volunteer Time Total Revenues Past Actual 3 Past Actual 2 Past Actual 1 Projected Expenses Expense Item Past Actual 3 Past Actual 2 Past Actual 1 Projected Expense Totals Profit & Loss Past Actual 3 Past Actual 2 Past Actual 1 Projected The applicant hereby certifies and affirms: LTAC Grant Funding 0.00$0.00$0.00$17,340.00$ Other Revenues Suncadia Hospitality - Marketing 0.00$3000.00$5000.00$5000.00$ SFCE Grant Funding 145000.00$170000.40$173400.00$173400.00$ Vendor Payment 13300.00$8411.32$3750.00$3750.00$ In-Kind Contributions For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must submit verifying documentation which assures the contribution will be provided. 0 0.00$ 158300.00$181411.72$182150.00$199490.00$ Marketing 5463.23$8110.23$5500.00$3000.00$ Entertainment 80145.81$27333.20$33500.00$20000.00$ Activities 0.00$57932.25$55025.00$80000.00$ Rental Infrastructure 51782.22$12119.60$8900.00$9000.00$ Supplies & Decor 4900.00$32933.13$24000.00$25000.00$ Event Management 0.00$0.00$28900.00$32900.00$ Site Maintenance & Staffing 13645.08$33746.70$26250.00$24500.00$ 155936.34$172175.11$182075.00$194400.00$ 2363.66$9236.61$75.00$5090.00$ Application Certification 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 Instructions on pages 1 and 2 and understands and will comply with all provisions thereof. Certified by:* Name * Applicant's Title * Adelle Tower Suncadia's Harvest Festival Exhibit “B” Guidelines and Requirements for Expenditure Reimbursements from Lodging Tax Section 1. Branding Contractors who have been approved to utilize grant awards for advertising expenditures must incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism information as follows: A. Websites and Social Media Sites must include the County’s and appropriate City’s tourism website logo or URL with an operational link to the site(s). The URL landing page must use the correct logos and have a link to centralwashingtonoutdoor.com. Contractors must either keep the landing page active until time of reimbursement or use a screen capture for full reimbursement. (If 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 ½ inch in height and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. B. Print Advertising and Online Display Advertising of all types (including but not limited to newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party websites, streaming displays, social media etc.) must include the County’s and appropriate City’s tourism website logo (or URL with a one-click away operational hyperlink). The URL landing page must use the correct logos and have a link to centralwashingtonoutdoor.com. Contractors must either keep the landing page active until time of reimbursement or use a screen capture for full reimbursement. (If you are using a live logo as the link to CWO, please ensure the hyperlink is shown in the screen capture). The logo must be sized no smaller than ½ 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 ½ 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 Advertising: 1. Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed at 100% 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 100% of the cost, including any production costs. b. For seasonal or year-round events, or for date-specific events outside of the timeframe 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 Advertising: 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 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 B, 2(a) above, advertising may be reimbursed at the rate of 70% of the total cost, including any production costs. C. Online Advertising: 1. Online advertising and promotion may be reimbursed at 100% of the cost, including any production cost. 2. Streamed media (radio, television, other) requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County. Reimbursements will be allowed for the percentage distributed outside of Kittitas County, including any production costs. D. Direct Mail: 1. Direct mail advertising may be reimbursed at 100% of the cost, including any production cost, for each item mailed or shipped to a destination outside of Kittitas County. In order to receive reimbursement, a list of the addresses and a signed statement from the contractor that the list is accurate, or other proof of delivery, must be provided along with other required documentation. E. Flyers/Posters: 1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of the cost, including any production cost. In 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 poster/flyer must be provided along with other required documentation. 2. Banners which are placed inside of Kittitas County may be reimbursed at 100% of the cost, including any production costs. In order to receive reimbursement, the banner cannot list a specified date or location. Requests can only be made one time. 3. Signage (site layout use only) which are placed inside of the venue/facility of the event may be reimbursed at 100% of the cost, including any production costs. In 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: 1. Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed at 100% 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 100% 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 30% of the total cost, including any production costs. G. Operation Reimbursement: 1. Operation costs may be reimbursed 100% of the paid invoice cost. In order to receive reimbursement operations invoice must an approved cost from the Consolidated Lodging Tax committee members list. Invoice provided must include notation of payment with proof of payment. 2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed at 100% of cost. In order to receive reimbursement, a signed statement from the receiver along with other required documentation. Mileage reimbursement is subject to IRS mileage reimbursement rates which may change annually. 3. Items not eligible for reimbursement: a. Salaries of employees. b. Capitol purchases- any item with 3+ years life and over $5,000. c. Licenses, permits, insurance, or credit card fees.