HomeMy WebLinkAbout03 Quilcene Fair and Parade 092426 LTAC Request for Proposals 0826261 | P a g e
2027 REQUEST FOR PROPOSAL PACKET
LODGING TAX/TOURISM PROMOTION
This packet is for the 2027 TOURISM PROMOTION SERVICE PROPOSALS to be funded by
the Jefferson County Lodging Tax. Under Jefferson County guidelines, you must be a NON-
PROFIT or GOVERNMENTAL AGENCY to be eligible to be funded by the Jefferson County
Lodging Tax.
The Jefferson County Lodging Tax Advisory Committee may only consider complete and signed
proposals that include all of the requested information and documents, and that are submitted by
the deadline:
WEDNESDAY, SEPTEMBER 30, 2026 by 4:30 P.M.
Technical Assistance Period will be available by submitting questions to
afmcknight@co.jefferson.wa.us – Responses will be posted on LTAC webpage at:
https://www.co.jefferson.wa.us/1394/Lodging-Tax-Advisory-Council-LTAC
2027 Proposal Guidelines: Tourism Promotion Activities
The Jefferson County Lodging Tax Advisory Committee (LTAC) is accepting proposals from
government agencies and non-profit organizations for tourism promotion to be provided during
calendar year 2027 and paid for from the County’s lodging tax fund. The Committee will make
recommendations to the Jefferson County Commissioners within one month following the
proposal deadline. All decisions for use of the lodging tax will be made by the Jefferson County
Commissioners.
• Proposals from government agencies or non-profit organizations are to be for
tourism promotion during calendar year 2027. Please refer to Section 1 of this
packet for examples of eligible tourism promotion activities for this funding
round.
• At the time of implementation, tourism related activities within proposals must comply
with federal, state, and county laws and requirements, including county Public
Health direction. NOTE: Jefferson County may not use public funds in any way that
can be construed as a gift to an individual or organization.
• Proposals must completely address the questions, and all requested supplemental
information including letters of support must be provided. Incomplete or late proposals
may not be considered by LTAC.
• To be considered, a fully completed and signed digital application (digital
signatures acceptable) must be received at afmcknight@co.jefferson.wa.us by the
deadline listed above.
• All applications must be submitted as a signal digital application in a one PDF file
attached to an email. If you need assistance combining multiple documents into a
single PDF document, please contact our office.
• All documents filed with the County are public records, potentially eligible for release.
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Jefferson County is committed to the non-discriminatory treatment of all Persons in the
employment and delivery of services and resources.
2027 Proposal Checklist for Tourism Promotion Activities
Organization Name: Quilcene Fair & parade
Event Name, if different:
Quilcene Fair and Parade, Car Show
Proposed Contract Amount: $
15,000
501(c)(3) ☒ (6) ☐
WA UBI Number:
601695904
EIN Number:
91-171564/
Proposals should completely address the questions, and all requested supplemental
information should be provided. Incomplete or late proposals may not be considered by the
Jefferson County LTAC.
To be eligible for consideration, your application must be signed, dated, and include the
following items in the listed order.
Check each item submitted:
☒ Signed and Dated Proposal Checklist for Tourism Promotion Activities.
☒ Declaration of capital expenditures and operations, if applicable (Attachment A).
☒ Proof of liability insurance (Attachment B)
☒ Section 1 - Itemized list of proposed services and estimated costs.
☒ Section 2 - Proposal Questions.
☒ Section 3 - Proposed 2027 promotion, facility, event or activity budget.
☒ Section 3 - 2026 organizational budget and year-to-date income and expense statement(s).
☒ Section 3 - List of names and addresses of the organization’s current Board of Directors.
Name and contact information for event chairperson, if applicable.
☒ Section 3 - Optional work samples such as season brochures, promotional materials, reviews,
news/magazine articles, etc. (maximum of 5 separate pieces)
To be considered, a fully completed and signed original application with supporting
documents and letters of support must be electronically received and date stamped at the
Jefferson County Administrator’s Office, to Adiel McKnight @ afmcknight@co.jefferson.wa.us
by WEDNESDAY, SEPTEMBER 30, 2026 by 4:30 p.m. (Secure and approved file transfer links
are acceptable to accommodate large file sizes if needed.)
Documents submitted to the County are public records, potentially eligible for release.
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Lodging Tax Funding Timeline for 2026-27
Note: Tasks that are accomplished during an LTAC meeting are “highlighted” in grey. Any meetings that
are not part of a fully-noticed regular meeting schedule are considered “special meetings” and must be
noticed as such, unless a schedule is set and fully-noticed in advance.
July 8, 2026, 2:00 pm Meeting to discuss RFP and timeline edits.
July 24, 2026 10:00 am Revise RFP and budget
August 28, 2026 Finalize RFP, budget and scorecard
By September 9, 2026 Email RFP to prior 3 years Lodging Tax recipients; Post RFP on
county’s website and social media; Send RFP legal notice to
newspaper of record.
Opens upon public notice of RFP
and closes Friday, September 18,
at 4:30 p.m.
Technical Assistance Period wherein applicants can submit
questions to staff by email. Answers to those questions are posted
on an FAQ on the LTAC RFP webpage after review by the LTAC
Chair, Deputy Prosecuting Attorney, or both. Emails are sent to
prior 3 years Lodging Tax recipients and any other known
applicants when a new question and answer are posted.
September 30, 2026 Deadline for receiving funding proposals. Notify Lodging Tax
Applicants of the meeting date/presentation time. RFPs shared
with LTAC for review.
October 30, 2026 8:30 a.m. LTAC review applications
Cure period: October 30, 2026 Questions posed by the Committee sent after meeting
Cure period: November 6, 2026
by 4:30 p.m.
Answers by the applicants due 5 days after emailed Committee
questions sent
November 20, 2026,
8:30am – 12:30pm
Continued LTAC deliberations
December 9, 2026
12:30 p.m. – 4:30 p.m.
If needed – continued deliberations
Mid December Present recommendations to BoCC for ratification. Send results to
recipients after BoCC approves recommendations. (This could be
conducted as a joint meeting of the LTAC and the BoCC if properly
noticed in advance.)
END December Prepare agreements and send through Contract Review process.
December / January Schedule agreements on Consent Agenda for BoCC approval and
send agreements to funding recipients.
Early February Remind Lodging Tax recipients to submit reporting form for prior
year by the deadline: February 28 per RCW 3.25
February 28 Deadline for receiving Annual State Report for Lodging Tax
(deadline: February 28 per RCW 3.25)
March Input State Lodging Tax reports online at Joint Legislative Audit &
Review Committee (JLARC).
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2027 Proposal Checklist for Tourism Promotion Activities
Proposal Deadline: WEDNESDAY, SEPTEMBER 30, 2026 AT 4:30 P.M.
Electronically to Email Address: afmcknight@co.jefferson.wa.us
Please type (10 point or larger) or legibly print in ink.
To be considered: all questions must be answered; all requested documents provided; this form
must be signed and dated.
Organization Name: Quilcene Fair and Parade Association
Organization Address: Po Box 761 Quilcene, Wa 98376
Contact Name: Richard Fitzgerald
Contact Address: 14 old state highway Quilcene Washington 98376
Day Phone: 360 765 3321
Evening or Cell Phone: 209 810 1629
E-Mail Address: Quilcenefair@gmail.com
Facility/Event: (if applicable) Quilcene Fair & Parade , Car show Quilcene school
Total Lodging Tax Request: $__15,000____________________
Estimated 2026 org. operating
budget: (Incl. Lodging Tax funds) $__20,000____________________
If asking for funds for a specific
event, list other cash funding
sources and dollar amounts
budgeted for this project.
Note: This section is only due for
specific event and festival funding
requests.
Dollar Amount
Profit forward from 2026 $5000
$
$
$
$
$
Total Project Revenue Budget: $
Did your organization receive Lodging Tax Funds from the County in 2026? ☐ Yes ☐ No
I understand that if my organization’s proposal for tourism promotion activities is approved by the County that my
organization will enter into a contract with the County to provide the contracted services up to the maximum
contract amount. I understand that the proposal herein is a public record potentially eligible for public release.
Sign Name: RRF Date: 09/24/2026
Print Name and Title: Richard Fitzgerald President
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1. Itemized List of Proposed Tourism Promotion Services
In the following space or on a separate sheet of paper, please specify each proposed tourism
promotion, program, facility, event or activity, including quantities and costs (see examples at
bottom of page). Please be advised that if you are awarded less than your request, you may be
asked to provide an updated budget prior to finalizing your 2027 contract.
2027 Quilcene Fair & Parade Overall Budget
Income - LTAC Grant 15,000.00
Income - Profit Forward from 2026 6,000.00
TOTAL Income 21,000.00
OPERATING COSTS: $5,400
Expense - Setup and cleaning staff for Day Of 1,000.00
Expense - Insurance for Day of 650.00
Expense - supplys, food for band,water,garbage bags ect 1,000.00
Expense - Website, Annually 300.00
Expense - Administrative Costs, Annually (PO Box, day of etc) 450.00
Expense - Photographer, Day of 500.00
Expense - Meeting Space, Annually 300.00
Expense Sound system for announcing and music 1,200.00
PROMOTIONAL COSTS: $3,200
Expense - Facebook Advertising 1,200.00
Expense - Getaway Guide (multiple counties, ferries and DIGITAL) 1,200.00
Expense - Physical Advertising (Posters, Banners, Post Cards) 800.00
RENTAL/ENTERTAINMENT DAY OF COSTS: $9,100
Expense - Kids Area Rental: Large Tent and/or Ride/Game with
attendants
1,400.00
Expense - All Ages Rental: Mini-Golf/Photo Booth with attendants 1,200.00
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Expense - Entertainment for Day of (Music, Magician etc for Kids,
Burnout Expo)
4,600.00
Expense - Rental: Bathroom and handwashing stations for Day Of 1,900.00
COMMITTEE AREAS COSTS: $3,300
Expense - Kids 800.00
Expense - Car Show & Burn Out 800.00
Expense - Parade 250.00
Expense - Raffle 500.00
Expense - Sponsors 150.00
Expense - Community Crafts 400.00
Expense - Vendors 400.00
Total Expense: 21,000.00
Examples of how to list your proposed tourism promotion services or event (Please be as
specific AS POSSIBLE about the services, quantities, the tourism market, distribution
method, and cost):
10,000 promotional rack cards for I-5 corridor from Portland to Bellingham, April - June 2018…………$1,835
The rack cards will promote an event/hotel/restaurant promotional package.
Design and printing………………………………………………………… $1,250
Distribution by XYZ Company……………………………………………… $ 500
5 hours of staff time at $17.00 per hour to write copy, edit and proof the cards…...$ 85
1/3 page black and white event promotional advertisement in XYZ Magazine, July 2018 edition…. $1,500
XYZ Magazine has 250,000 subscribers in western and northwest states. This 1/3 -page ad
will be part of a full-page advertisement being coordinated by the VCB. XYZ Magazine will match
the value of the advertisement with a feature article on Jefferson County and the event in the same edition.
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2. Proposal Questions
Please limit your answers to no more than one page for each question.
A sample contract may be found on Laserfiche at the following path:
(https://test.co.jefferson.wa.us/WeblinkExternal/Browse.aspx?startid=10483451&db
id=0&repo=Jefferson )
Or visit: www.co.jefferson.wa.us – Jefferson - Board of Commissioners - Boards &
Committees – Lodging Tax Advisory Committee – RFP – RFP 2027
1. How much, if any, of your application is considered "destination marketing" for
Jefferson County? IF any, please ensure this is clearly identified and itemized in your
budget. The majority of this budget would be use enticing people to come to the Quilcene
in Brinnon areas to enjoy the festivities of the day
2. Tell us about your promotion, program, facility, event or activity and why you think
it will increase tourists traveling to and staying in Jefferson County. Include a
general description of the promotion, program, facility, event or activity including its
purpose, history, etc.
Quilcene Fair & Parade and Car Show – 2027 Event Overview
The Quilcene Fair & Parade and Car Show is an annual community celebration designed
to bring residents, former residents, and visitors together while showcasing the people,
businesses, organizations, and natural beauty that make Quilcene and South Jefferson
County special.
For 2027, the Quilcene Fair & Parade and Car Show is planned to run from 10:00 a.m. to
5:00 p.m., with the parade beginning at 11:30 a.m. The expanded schedule will provide
visitors with more time to experience the car show, vendors, food, live entertainment,
children’s activities, community organizations, contests, raffles, and other activities
throughout the day.
The parade takes place along Highway 101 through Quilcene. We work cooperatively
with the Jefferson County Sheriff’s Office and WSDOT to safely detour traffic during the
parade and community photo. Other event activities are centered at and around the
Quilcene School, located at 294715 Highway 101, while our goal for 2027 is to expand
activities farther into the Quilcene community.
Building on the Growth of 2026
The 2026 event demonstrated significant growth in both participation and the scope of
activities offered. The Quilcene Car Show welcomed 166 vehicles, making it the largest
car show in Jefferson County that year. This level of participation brought car owners,
families, spectators, and visitors into Quilcene from throughout Jefferson County and
surrounding areas.
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Our parade also grew substantially. What had traditionally been approximately a 30-
minute parade expanded to nearly a full hour in 2026, reflecting increased participation
from community organizations, businesses, public agencies, clubs, vehicles, and other
groups.
Another exciting addition was the participation of the Quilcene School Band, which
performed as part of the day's celebration. Their involvement strengthened the connection
between the event, our local schools, young people, and the greater community.
We also experienced increased participation from local businesses and organizations.
Their involvement helped make the event more community-wide and demonstrated the
potential for the Fair & Parade and Car Show to continue growing beyond a single event
location.
Expanding the Event in 2027
Building upon the success of 2026, our goal for 2027 is to expand the event farther
throughout Quilcene and create an even stronger community-wide festival atmosphere.
We plan to work with the Quilcene Fire Department, Quilcene Masonic Hall, local
businesses, community organizations, the school, and other partners to develop additional
activities and points of interest throughout town. By expanding beyond the primary event
area, we hope visitors will spend more time exploring Quilcene, visiting local businesses
and organizations, and experiencing more of what our community has to offer.
The longer 10:00 a.m.–5:00 p.m. event schedule will support this expansion by providing
additional time for entertainment, vendors, community activities, the car show, and other
attractions.
Tourism and Community Impact
The Quilcene Fair & Parade and Car Show serves two important purposes: strengthening
our community and introducing visitors to Quilcene and the surrounding area.
The event attracts visitors from neighboring communities and counties while also serving
as a homecoming for former residents who return to Quilcene to reconnect with family,
friends, and the community. Our goal is not simply to bring people to Quilcene for a few
hours, but to encourage visitors to discover local businesses, organizations, attractions,
and the natural beauty of Quilcene and Brinnon.
Funds raised through the event are returned to the community through support of local
programs and organizations. Past beneficiaries have included the Quilcene Skatepark,
Weekend Nutrition Program, and the Quilcene Masonic Hall’s Bikes for Books program.
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LTAC Marketing and Partnerships
LTAC funding has played an important role in allowing the Quilcene Fair & Parade and
Car Show to grow and reach audiences outside our immediate community.
Previous LTAC funding helped us partner with The Production Alliance to develop a
new event website and strengthen our year-round online presence. LTAC support also
helped strengthen partnerships with the Quilcene Historical Museum and Jefferson
County Farm Tour as part of the “Quilcene Festival Weekend,” purchase needed event
equipment such as pop-up tents, and expand our advertising efforts.
In recent years, we have increasingly focused on digital and social media advertising,
particularly Facebook and other online outreach that allows us to reach potential visitors
throughout Jefferson County and neighboring counties. We believe this targeted approach
has contributed to increased attendance and participation.
At the same time, strong community partnerships have allowed us to stretch available
funding further. Businesses and organizations have donated or discounted services,
equipment, volunteer time, and other resources. These partnerships allow LTAC funding
to be directed toward activities and marketing that increase tourism and strengthen the
overall visitor experience.
Looking Ahead
The growth experienced in 2026 provides a strong foundation for 2027. With 166
vehicles participating in the car show, a parade that grew from approximately 30 minutes
to nearly an hour, participation by the Quilcene School Band, and increased involvement
from businesses and community organizations, the event has demonstrated its ability to
continue expanding.
For 2027, we intend to build upon that momentum by extending the event to 10:00 a.m.–
5:00 p.m., moving the parade start to 11:30 a.m., expanding activities throughout
Quilcene, increasing partnerships with local organizations, and continuing targeted
tourism marketing.
With LTAC support, we hope to bring even more visitors to South Jefferson County
while showcasing the businesses, organizations, volunteers, families, and natural
surroundings that make Quilcene and Brinnon unique destinations to visit, explore, and
return to.
3. If this is a continuing or reoccurring promotion, program, facility or event, describe
your organization’s prior activities. If applicable, how is it different than in the
past?
For the past few years the event has been held mainly on the school grounds this next
year we are planning to actually move out into the town incorporating a few businesses
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and the fire department in the planning of the event creating more space and the
opportunity to possibly have a beer garden and another band
4. How does your promotion, program, facility or event support one of the Highest
Priorities or Additional Considerations listed below under “Other Criteria” (see
page 9)? As a continuing event it has brought many people from all over the county
the state and sometimes even the world to the small little town this year's events
have been toted as one of the larger events in for a decade and only plans to become
larger. With new volunteers add new committees being formed already the planning
process is already in place for next year and our first meetings will be starting in the
next month our plan is to work harder this year and put more of an effort into this
event.
5. Describe how you intend to market/promote your promotion, program, facility,
event or activity to potential tourists who reside outside Jefferson County or
traveling more than 50 miles.
a. If an event, the date of the event: Sept 18th 2027
b. The timeline for the tourism promotion activity you are proposing (e.g. May
through July, 226). January through September
c. Target Audience people of all ages all nationalities from every walk of life
d. Promotion methods you intend to use to reach the target audience. Radio social
media banners Flyers digital boards news and print
e. Describe how you will promote overnight stays at Jefferson County lodging
establishments. We will be promoting full day festivities starting early and ending
later allowing people to see that it would be worthwhile to come early it stay
overnight and enjoy the weekend
f. If you intend to collaborate with another agency or non-profit to provide these
services, please state the name of the organization and describe the nature of the
collaboration: we plan on working with multiple different agencies from all across
Jefferson County including the fire department the teen youth coalition and others
as we have done for the past decades.
6. How will you measure the effectiveness of your promotion, program, facility, event
or activity? This year we plan on having a map setup where people can mark where
they're from and if it is from outside of the state where do I have to write down
where they are from.
a. Also, describe how you will document and report to the County the economic
impact from your promotion, program, facility, event or activity. (State law
requires the County to report annually to the State Department of Community
Development and Economic Trade about the number of lodging stays and
economic benefit from tourists generated by use of Lodging Tax proceeds for
tourism promotion.) We plan this year on compiling all of our findings through
the car show parade applications the vendor applications any written information
given to our information booth the things of that nature.
7. What economic impact can we expect in Jefferson County from your proposed
promotion, program, facility, event or activity? With the car show growing the way
that it has with the parade lasting longer than it had before we can expect there to
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be more talk and more visitors that wanna show up for the next year's event with
the signs of growth that we have seen we should see a better set of numbers again
for the year coming up leading to more numbers more visitors and more stays
a. Actual or estimated number of tourists at your event/facility last year (2025): This
year with the decreased number of volunteers we weren't able to get a full count
but we did see an increase from the last few years our estimated attendees this
year were closer to the 1800 range we are pushing to receive around 2500 this
next year.
b. Estimated number of tourists who will attend your event/facility this year (2026):
again we estimate 2500 this next year. Can we create a sign
c. Projected economic impact in Jefferson County from your event/facility (e.g.
number of tourists who will stay overnight in Jefferson County-based lodging
establishments; economic impact for Jefferson County restaurants, community
facilities, amenities, events, and businesses).
8. Have you applied for any other LTAC funding, including other municipalities? If
yes, how much did you apply for and for what purpose or project? No
9. Describe your organization’s area of expertise. Do you provide a unique service?
We provide entertainment in multiple different ways we provide a feeling of home a
feeling of going to grandma's house. A feeling of small town wonder
3. Background Information about Your Organization
Attach the following items to your proposal in the order listed:
(Note: To be considered by the Committee, all of the listed information must be included with
your proposal.)
Attachments:
• Projected 2027 promotion, program, facility, event or activity budget including income and
expenses. (Please note: if an LTAC award is granted at a different than requested, you will
be asked to submit a revised budget prior to contract approval.)
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•
• 2026 Budget and Actual income and expenses year to date statement(s) (for example, Profit
& Loss and Balance Sheets).
• List of names and addresses of the organization’s Board of Directors as of the date the
proposal is filed. Also, if the proposal is for the marketing of an event and there is a
chairperson for the event (either volunteer or paid), list that individual’s name, address and
phone number.
Richard Fitzgerald* 209-810-1629 Quilcenefair@gmail.com President 14 Old State
Highway Quilcene 98376
Kirsten Fitzgerald 360 763 3323 Kirstenvibes@gmail.com secretary 12 old state Highway.
Quilcene Wa. 98376
Madisyn Ellyze Boyd 360 390 8058 toadly.cute.art@gmail.com Vice president. 503 o
Street Port Townsend wa 98368
• Any letters of support
• If you desire, you may provide samples of promotional and/or design materials such as
brochures, artist renderings, graphics, etc. (recommended 1-10 samples.)
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Note: Staff will verify Incorporation status of the non-profit agencies who submit service
proposals by checking the Washington Secretary of State’s on-line corporation records.
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2027 LTAC Opportunity Information
1. Jefferson County’s Proposal Process -
The Jefferson County LTAC solicits service proposals each year. The proposal form is attached,
posted on the County’s website, www.co.jefferson.wa.us and may also be requested by calling the
Jefferson County Commissioner’s Office at the Courthouse, (360) 385-9102.
This year, the Committee will review proposals on OCTOBER 30, 2026 from 8:30 a.m. to 12:30
p.m. Applicants are welcome to attend the OCTOBER 30, 2026 meeting beginning at 8:30 a.m.
The County will provide meeting information for all complete applications. At that meeting, the
Committee will deliberate on RFP’s received. Following this meeting there will be a cure period
where the Committee may pose questions to applicants, and the applicants will have at least
five days to respond. This will be applicants’ only opportunity to provide clarifying
information about the application. There will be a further deliberation meeting of LTAC on
Friday, November 20, 2026 at 8:30 a.m. The Lodging Tax Advisory Committee will make a
recommendation to the Board of County Commissioners regarding which proposals to fund, and
at what funding levels within available revenues.
The review of the LTAC recommendations and final decision about how to use the lodging tax
monies is made by the County Commissioners. Each agency will be notified of the status of their
proposal. Contracts are prepared by the County and sent to agencies.
2. Available Funding for 2027
Organizations submitting proposals should be aware that the total available LTAC funding is
$1,004,000, of which up to $379,000 has been designated for destination marketing for
Jefferson County. Lodging tax awards will be available for allocation to eligible tourism
promotion activities through this RFP. This amount may also include $5,584 in staff administrative
costs to manage the grants and to process invoices, and $6,500 contingency fund for maintenance
of the Welcome to the Olympic Peninsula roundabout sign. County Ordinance 09-1207-98
provides for distribution of Lodging Tax as follows:
(1) Not more than 50 percent for the operation of tourist-related facilities, including but not
limited to Jefferson County Historical Society, Tourism Coordinating Council and Olympic
Peninsula Gateway Visitor Center.
(2) Not more than 25 percent for the acquisition and development of tourism-related facilities
owned or operated by a municipality or a public facilities district created under Chapters 35.57
and 36.100 RCW, including but not limited to the McCurdy Pavilion and Olympic Peninsula
Gateway Visitor Center.
(3) Not less than 25 percent for tourism promotion.
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3. Definitions
By state law, lodging tax funds may only be used for tourism promotion and the acquisition and/or
operation, including maintenance, of tourism-related facilities. The following definitions are
copied verbatim from RCW 67.28.080. Note: State law changed in 2007 to include “operation” of
tourism events in the definition of “tourism promotion.”
"Tourism" means economic activity resulting from tourists, which may include sales of
overnight lodging, meals, tours, gifts, or souvenirs.
"Tourist" means a person who travels from a place of residence to a different town, city,
county, state, or country, for purposes of business, pleasure, recreation, education,
arts, heritage, or culture.
"Tourism promotion" means activities, operations, and expenditures designed to increase tourism,
including but not limited to advertising, publicizing, or otherwise
distributing information for the purpose of attracting and welcoming
tourists; developing strategies to expand tourism; operating tourism
promotion agencies; and funding the marketing of special events and
festivals designed to attract tourists.
“Tourism-related means real or tangible personal property with a usable life of three or more
facility” years, or constructed with volunteer labor that is: (a)(i) Owned by a public
entity; (ii) owned by a nonprofit organization described under section
501(c)(3) of the federal internal revenue code of 1986, as amended; or (iii)
owned by a nonprofit organization described under section 501(c)(6) of the
federal internal revenue code of 1986, as amended, a business organization,
destination marketing organization, main street organization, lodging
association, or chamber of commerce and (b) used to support tourism,
performing arts, or to accommodate tourist activities.
4. Proposal Evaluation Criteria
Jefferson County Policy Statement for Use of the Lodging Tax
Jefferson County’s Lodging Tax Fund will be the primary source of county funding for activities,
operations, and expenditures designed to increase tourism. The County does not make any multi-
year commitments with Lodging Tax funds. However, service providers are not limited or
prohibited from making repeat annual requests of the same nature. The County intends to maintain
a reserve in the Fund and will assess on an annual basis how much of the Fund to appropriate in a
given year. The Jefferson County Commissioners have created a Lodging Tax Advisory
Committee to conduct an annual process to solicit and recommend Lodging Tax funded services
for the County Commissioners’ consideration. Jefferson County will only consider proposals for
use of the Lodging Tax from public and non-profit agencies.
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The Fund will ONLY be used for the following purposes:
1. The promotion of emerging or on-going tourism events, facilities, and activities by
government or non-profit agencies so as to attract and draw tourists to unincorporated
Jefferson County from outside Jefferson County.
2. Operation of a tourism promotion agency (such as a visitor and convention bureau);
3. The marketing of special events and festivals designed to attract tourists to unincorporated
Jefferson County from outside Jefferson County.
4. Capital and/or operating costs for tourism facilities owned by a public entity or a non-profit
organization as defined in State law RCW 67.28.080.1(7) – Tourism Related Facility.
5. Administrative costs to support tourism events, facilities and activities.
Other Criteria
HIGHEST PRIORITIES will be given to tourism activities that reflect those defined by the
Jefferson County Board of County Commissioners per the memo “BoCC priorities for
2025 LTAC RFP” dated October 14, 2024:
1. Destination development, such as supporting a Public Facilities District to build a pool,
public campground improvements, and developing the Gateway VIC are examples of the
allowed use listed in RCW 67.28.1816 and represent our county’s top priority after an
extended period of de-emphasizing this type of investment.
2. “The marketing and operations of special events and festivals designed to attract
tourists,” as listed in the RCW is our second priority, continuing years of investment in
event marketing.
3. Destination marketing, often called “Tourism Marketing” is our lowest priority for 2026
Lodging tax funding.
ADDITIONAL CONSIDERATIONS:
■ Promote Jefferson County and/or events, activities, and places in the County to potential
tourists from outside Jefferson County.
■ Have demonstrated potential or high potential from the Committee’s perspective to result
in overnight stays by tourists in lodging establishments within the unincorporated areas
Jefferson County.
■ Have demonstrated potential or high potential from the Committee’s perspective to result
in documented economic benefit to Jefferson County.
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■ Have a demonstrated history of success in Jefferson County or are proposed by a group
with a demonstrated history or high potential of success with similar activities.
■ Minimize duplication of services where appropriate and encourage cooperative marketing
and/or includes an element of cooperation or partnership.
■ Provide, maintain, operate, or enhance County-owned tourism facilities or infrastructure.
RESPONSIBILITIES:
▪ On or before April 30, 2027 (Q1); July 31, 2027 (Q2); October 31, 2027 (Q3); and January
31, 2028 (Q4), provide to the COUNTY:
• A quarterly report of the use, services, programs and activities of organization
for the quarter under this Agreement;
• A quarterly financial statement detailing revenues, expenses and cash balances
for the quarter; and for the final quarter report, the financial statement shall also
include a detailed year-to-date financial statement .
1. Upon execution of this agreement, provide to the COUNTY:
• A billing invoice requesting payment of Hotel-Motel Funding.
2. For a minimum of six (6) years, maintain documented proof of payments made, contracts
executed, and other expenditures authorized under this Agreement. Upon reasonable notice,
provide access to County or State representatives to audit those records.
3. Funding provided by this Agreement may only be expended on the services described in
Section 1 of this Agreement. Any monies used for other services or purposes shall be refunded to
Jefferson County Hotel/Motel Fund. Any monies under-expended of the total funding allocated
under this Agreement shall be refunded to Jefferson County by January 31, 2027.
4. By February 28th of each year provide the following information by reference for the previous
year.
a. Each festival, event, or tourism facility owned and/or operated by organization.
b. The amount of lodging tax revenue allocated for expenditure (whether actually
expended or not) by organization on each festival, event or tourism facility.
c. Estimated number of tourists served at each festival, event or tourism facility.
d. Estimated lodging stays. (“Lodging” refers to commercial lodging such as hotels,
motels, resorts, bed and breakfasts, or commercial campgrounds).
e. Measurements that demonstrate the impact of increased tourism are attributable to the
event, festival or facility.
5. Scheduled Site Visits may be conducted as part of the evaluation process at the Committee’s
discretion.
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LODGING TAX ADVISORY COMMITTEE REVIEW CONSIDERATIONS
In developing its recommendations, the Committee considers:
■ The estimated amount of lodging tax receipts for the coming year provided by the County
Administrator’s Office.
■ Operational adaptations or pivots that ensure future organizational success of tourism
related activities and promotion.
■ Thoroughness and completeness of the proposal.
■ The relationship of proposed services to the areas of high priority identified by the
Committee.
■ Percent of the proposal request to the event/facility promotions budget and overall
revenues.
■ Percent of increase over prior year Jefferson County Lodging Tax funded proposal if any.
■ Projected economic impact within the unincorporated Jefferson County, in particular
projected overnight stays to be generated in lodging establishments in the unincorporated
areas of Jefferson County.
■ Requirements in State law for use of the tax, and the definitions in State RCW 67.28.080
for “tourism,” “tourist,” “tourism promotion,” and “tourism-related facility.”
■ The applicant’s history of promotion success, reporting history and financial stability.
■ Committee member general knowledge of the community and tourism-related activities.
Please be advised that if you are awarded less than your request, you may be asked to provide an
updated budget prior to finalizing your 2027 contract.
NOT CONSIDERED are requests for:
■ Services to be provided beyond calendar year 2027.
■ Proposals from for-profit businesses (however, a government or nonprofit agency
contracting with the County may itself contract with for-profit businesses as third-party
vendors).
■ Promotional activities that reach a target audience solely traveling from less than a 50-mile
radius.
NOTE:
1. On February 2, 2006, the State of Washington Attorney General’s Office issued Opinion
#AGO 2006 #4, which clarifies that a municipality may NOT provide advance payment
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to private organizations for tourism promotion. Payment must occur after the services have
been performed and documentation in keeping with the contract is submitted to the County.
2. The County may not pay for donated or volunteer services or pay more than the actual cost
incurred by the contracting agency to provide the service.
5. Background Information
Jefferson County’s Lodging Tax
The Lodging Tax is an excise (sales) tax authorized by State law in RCW 67.28, Public Stadium,
Convention, Arts and Tourism Facilities.
In 1998, the State Legislature amended Chapter 67.28 of the Revised Code of Washington (RCW)
to allow local governments to assess an additional 2% tax on lodging for tourism promotion and/or
tourism-related facilities (sometimes referred to as “the new 2%”). In April 1999, the County
Commission, by Ordinance, increased the County's Lodging Tax from a 2% to a 4% tax as allowed
by RCW 67.28.
Jefferson County’s Lodging Tax Advisory Committee
Per RCW 67.28.1817, the State requires that local governments collecting the Lodging Tax
establish a Lodging Tax Advisory Committee consisting of at least five (5) members:
The Chair – a member of the County Commission or their designee
2 members – representing the lodging industry
2 members – representing activities authorized to be funded by said tax
The Committee’s role is advisory in nature, with the Committee’s purpose being to advise the
County Commissioners. The Committee must select the candidates from amongst the applicants
applying for use of revenues and provide a list of such candidates and recommended amounts of
funding to the County Commissioners for final determination.
In 1998, the Jefferson County Commissioners created such a Committee, and asked the Committee
to establish an annual process to solicit and review proposals for tourism services eligible for
lodging tax funding. Committee members are appointed by the County Commissioners as part of
the County’s regular advisory committee appointment process.
For additional information, contact:
County Administrator’s Office
Jefferson County Courthouse
1820 Jefferson Street
PO Box 1220
Port Townsend, WA 98368
Ph: 360-385-9102 e-mail: afmcknight@co.jefferson.wa.us
- END -
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ATTACHMENT A
Declaration of Capital Expenditures and Operations
1. The total amount of my request for LTAC funding is: $___15000___________________
2. Of the total listed in Paragraph 1, above:
a. The amount requested for capital expenditures is: $____15000_______________
b. The requested capital expenditures are for:
Advertising as well as day to days for the fair and parade and car show
3. Of the total amount listed in Paragraph 1, above:
a. The total amount requested for operations is:
$_____________0___________________
b. The requested operations expenditures are for:
I declare under penalty of perjury under the law of Washington that the foregoing representation
about the capital expenditures and operations is true and correct.
Signed on this 24 day of September (date) (month) (year)
at Quilcene Wa. 98376
(city or other location, and state or country)
(Printed Name)
(Signature)
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ATTACHMENT B
Insurance Certificate
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EXHIBIT C 2nd QUARTER REPORT
Organization:
Contact person:
Mailing Address:
Phone Number/Email:
1. LTAC Funds received from the County 2nd QTR:
Due by July 31st to afmcknight@co.jefferson.wa.us
ORGANIZATION Total
Amount
Awarded
by JeffCo
Total
Received
From
JeffCo
Overspent
(+)
Underspent
(-) of
LTAC
funds
Refund
Required
TOTAL
1st QTR
LTAC
FUNDS
SPENT
TOTAL
2nd QTR
LTAC
FUNDS
SPENT
Quilcene fair and
parade
10,000.00 10,000.00 0 0 0 $639.36
2. LTAC funds spent by your organization 2nd QTR (include 200 word limit regarding activities and funds spent
with an itemized statement and supporting documentation ie: invoices paid, receipts from payment,):
During the second quarter (April through June 2026), the Quilcene Fair and Parade used LTAC
grant funds to support planning, promotion, outreach, administrative costs, and other eligible
tourism-related activities for the 2026 event. Total LTAC expenditures for the quarter were $639.36.
These expenditures supported ongoing efforts to market the event, recruit sponsors and vendors,
and increase visitation to Jefferson County. Supporting invoices, receipts, and financial
documentation are maintained in accordance with Jefferson County LTAC grant requirements.
3. LTAC funds balance remaining 2nd QTR:
$9360.64
4. Please attach your organization’s report for all revenue, marketing, services, programs and activities for
this quarter of April through June (2nd) quarter.
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ATTACHMENT C
Quarterly Report Template for reference
2027 QUILCENE FAIR & PARADE
Overall Projected Budget & Proposed Tourism Promotion Services
PROJECTED INCOME — $26,250 LTAC Grant $15,000.00 Profit Forward from 2026 $6,000.00 Estimated Sponsor Income $5,250.00
TOTAL PROJECTED INCOME $26,250.00
TOURISM PROMOTION & ADVERTISING — $6,000 Facebook/Social Media Tourism Advertising $1,200.00 Getaway Guide – Regional Print & Digital Advertising $1,200.00 Posters, Flyers & Promotional Materials $1,000.00 Large Event & Regional Promotional Banners $800.00 Out-of-Area Car Show & Burnout Expo Flyers $900.00 Out-of-Area Mail-Out Tourism Flyers $900.00
TOTAL TOURISM PROMOTION & ADVERTISING $6,000.00
OPERATING COSTS — $5,750 Setup & Cleaning Staff – Day of Event $1,000.00 Insurance – Day of Event $1,000.00 Event Supplies, Food, Water & Cleanup Supplies $1,000.00 Website – Annual $300.00 Administrative Costs – Annual $450.00 Photographer – Day of Event $500.00 Meeting Space – Annual $300.00 Sound System for Announcements & Music $1,200.00
TOTAL OPERATING COSTS $5,750.00
RENTALS, ENTERTAINMENT & DAY-OF COSTS — $9,000 Kids Area – Large Tent and/or Ride/Game with Attendants $1,400.00 All-Ages Activity – Mini-Golf/Photo Booth with Attendants $1,200.00 Day-of Entertainment – Music, Children’s Entertainment, Magician, Burnout Expo & Related Entertainment $4,500.00
Portable Bathrooms & Handwashing Stations $1,900.00
TOTAL RENTALS, ENTERTAINMENT & DAY-OF
COSTS $9,000.00
COMMITTEE & EVENT ACTIVITY AREAS — $5,500 Kids Area $800.00 Beer Garden & Fencing $3,000.00 Parade $250.00 Raffle $500.00 Sponsors $150.00 Community Crafts $400.00 Vendors $400.00
TOTAL COMMITTEE & EVENT ACTIVITY AREAS $5,500.00
FUNDING SUMMARY Tourism Promotion & Advertising: $6,000 Rentals, Entertainment & Day-of Costs: $9,000
TOTAL PROPOSED LTAC-FUNDED COSTS: $15,000 Operating Costs: $5,750 Committee & Event Activity Areas: $5,500
TOTAL PAST-YEAR REVENUE / SPONSOR-FUNDED COSTS: $11,250
TOTAL 2027 PROJECTED EVENT COST: $26,250
TOTAL PROJECTED INCOME: $26,250
PROJECTED BALANCE: $0