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HomeMy WebLinkAboutCentrum, Amendment No. 1 - 082718 to Tn-1•31 )f-z4iN '.:Pf-CONTRACT AMENDMENT#1 CC': C (V (;) By and Between JEFFERSON COUNTY and CENTRUM For Hotel-Motel Funding 2018 This Amendment#1 is by and between JEFFERSON COUNTY (hereinafter known as "COUNTY") and CENTRUM. WHEREAS,the COUNTY and CENTRUM entered into an Agreement on February 12, 2018 for Hotel-Motel Funding in 2018; and WHEREAS, the parties desire to amend the terms of that Agreement; and WHEREAS,on April 20,2018 the Jefferson County Lodging Tax Advisory Committee(LTAC) was advised that additional Lodging Tax revenue was projected to be available for appropriation in 2018 without reducing historic fund balances; and WHEREAS,the LTAC reviewed and recommended$10,000 in additional funding be awarded to CENTRUM to support greater delivery of services under the Agreement; NOW,THEREFORE, IT IS AGREED BETWEEN BOTH PARTIES AS NAMED HEREIN that the Agreement executed on February 12, 2018 is hereby amended as follows: 1. "Section 1: Services To Be Performed"is hereby amended as follows: CENTRUM shall use its capabilities and utilize up to $20,000 of funding provided under this Agreement to continue and update the ongoing performance of the tourism promotion services consistent with the Itemized List of Promotion Services and Lodging Tax Budget,a copy of which is incorporated herein and attached as Exhibit A. CENTRUM shall use its capabilities and utilize up to an additional $10,000 of funding provided under this Agreement to perform the tourism promotion services consistent with Exhibit C, attached hereto and incorporated herein with the understanding that CENTRUM may adjust the value season media buys at its discretion to maximize effectiveness,and CENTRUM shall also provide tourism links as an automatic pop up or email upon confirmation of online ticket sales, and will include a tab or banner on its web page promoting links to Jefferson County tourism, consistent with the tourism links suggestions provided by the COUNTY. Work performed consistent with this Amendment#1 including Exhibit C prior to the execution of this Amendment#1 is hereby ratified. 2. Paragraph 2. of"Section 3: Responsibility Of Jefferson County"of the February 12, 2018 Agreement is hereby amended as follows: 2. Said funding for services in Exhibit A of the February 12,2018 Agreement is in the sum of$20,000 for 2018. Payments will be made by the COUNTY upon receipt of an invoice on the next available billing cycle. Funding for services in Exhibit C is in the sum of an additional amount of$10,00 for 2018,paid in a lump sum to CENTRUM upon execution of Contract Amendment#1. Payments are to be predicated on submittal of reports defined in Section 2. The combined total 2018 Hotel-Motel amount will not exceed$30,000. 3. All other terms and conditions of the original Agreement executed on February 12, 2018 will remain the same. APPROVED and signed this 2 day of/Iv/of- , 2018. JEFFERSON OUNTY Attest: BOARD • ' •M S ONERS C-keigki,e4r, /2, Carolyn allaway, Davi. ullivan, Chair Deputy Clerk of the Board Approved as tFo : CENTRUM 02 filsh6 1(14--Q- 11414(--4-`-•- Philip Hunsucker, Authorized fficial Chief Civil Deputy Prosecuting Attorney EXHIBIT C PlR©PusAt. As Seattle is one of the highest per capita Public Radio markets for listening in the U.S.,we ask the County LTAC board to consider a supplemental grant of$10,000 to expand this outreach in 2018. From Poulsbo to Redmond and Bellingham to Olympia,the collective reach of NPR affiliates KNKX and KUOW is over 775.200 households participating as weekly listeners. When added to that figure,KCTS(TV Channel 9)has a vastly broader reach which includes 2.4 million viewers and an array of news,arts,and cultural programming that is second to none. Jefferson County businesses are largely absent on NPR or as featured underwriters on Public Television. Centrum is in a prime position to promote tourism to Jefferson County via these markets by virtue of its global community of musicians,writers,and artists who commit to teach,train and perform on location each summer through our immersive workshops and festivals. Recent analysis1 has demonstrated that NPR audiences are more likely than the average Washingtonian to be discerning and highly educated. This makes them excellent prospects for tourism and contributes to making them more: • Influential:They drive trends through word of mouth and influence corporate and social networks[38%more likely to have a professional occupation] • Affluent:With discretionary income,they have immense purchasing power[68%more likely to have a household income of$250k+1 • Cultural:Passionate about the arts,they flock to cultural events [70%more likely to contribute to an arts and cultural organization] • Community-Minded:They participate in local initiatives and are highly active in the community [32%more likely to always vote in local elections] 1 Lightspeed Research,NPR State of Sponsorship Survey,March 2016 and NPR Impact Study,November 2015 2 With a huge share of the adult news and music market between them,KNKX and KUOW's signals reach east to the Cascade Mountains,west to the Olympics,south into Pierce and Thurston counties and north into Snohomish,Skagit and Island counties. KNKX's emphasis on"Jazz,Blues and NPR News,"and KUOW's emphasis on topical news and conversation,we feel this market is ripe for reaching audiences who are inclined to travel and those who seek cultural enrichment as part of their diet of vacation and weekend activities. With favorable rates for non-profit business underwriting,KCTS,KNKX and KUOW have entered into a partnership with Centrum for 2018 to feature our event promotions from April through August(see table below). These spots will air largely in prime time(not exclusively)and KCTS underwriting will include still images and video from Centrum's extensive archives. Current 2018 Commitments by Centrum: 24111 Date Run luselV_ i_ Reach, KCTS 5/1—8/12 55 $8,300 $8,300 2.4 million KNKX* 4/1—8/5 173 $8,260 $31,860 330,000 KUOW 6/4-7/23 64 $8,260 $8,260 445,200 'KNKX has agreed to serve as media sponsor for Jazz and Blues at Centrum.Our agreement indudes two-way benefits including additional ticket giveaways,media sponsorship,on-site presence for the station and its emcees,and inclusion in e-mail a-blasts Proposed Suoolernental Promotions: Centrum proposes a supplemental grant of$10,000 from Jefferson County LTAC to extend the outreach via public media,with the belief that the value-per-dollar ratio is huge for our County. In specific,we would tailor all supplemental underwriting spots to be focused on visiting Jefferson County and its wealth of arts organizations and events,including Centrum. These would run the"value season," September through November.An example of this could be: "Support for(insert media outlet here)is brought to you by Centrum in Port Townsend, who invites you to experience the wealth of immersive arts and cultural attractions and unrivaled hospitality in nearby Jefferson County. For more information,visit centrum.org." Odd Pitt Run Soots long Value Bath KCTS 9/1-11/30 22 $3,400 $3,400 2.4 million KNKX 9/1-11/30 26 $3,300 $3,300 330,000 KUOW 9/1-11/30 26 $3,300 $3,300 445,200 TOTAL 74 $10,000 $10,000 3.175 million At the end of 2018,we will analyze total number of households who either registered for a workshop or purchased tickets in 2018 compared to both 2016(baseline)and 2017(Seattle Times campaign)to determine if any measurable impacts have been reached. Most other promotions have remained constant over the period. CENTRUM FOUNDATION-PROJECT BUDGET FALL 2018 SUPPLEMENTAL PROMOTIONS PROJECT-PUBLIC MEDIA PRE EXfSTING MFDU RUMS SUPPORTED, IN PART, RY LTA; 2018 FUNDS Outlet Pate Run IRO& land Value Reach KCTS 5/1—8/12 55 $8,300 $8,300 2,400,000 KNKX* 4/1—8/5 173 $8,260 $31,860 330,000 KUOW 6/4-7/23 64 $8,260 $8,260 445,200 Subtotal 292 $24,820 $48,420 3,175,200 `),1{'P. r. r.IN I L,L MEDIA DIA f>L i5 PROP05E1) £ X J/. f TOTAL PUBLIC MEDIA PROMOTIONS $34,820 $58,420 3,175,200 2018... GRANTED JEFFERSON COUNTY LTAC ($5,000) FUNDS APPLIED TO THIS PROJECT ry CENTRUM FUNDS APPLIED TO THIS MI ($19,820) PROJECT 'KNKX has agreed to serve as media sponsor for Jazz and Blues at Centrum.Our agreement includes two-way benefits including additional ticket giveaways,media sponsorship,on-site presence for the station and its emcees,and inclusion in e- mail e-blasts Consent Agenda Commissioners Office JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator FROM: Leslie Locke,Executive Assistant DATE: August 27,2018 SUBJECT: AGREEMENT,Amendment No. 1 re: 2018 Supplemental Lodging Tax Grant Funding; In the Amount of$10,000; Centrum STATEMENT OF ISSUE: The supplemental agreement provides additional grant funding for 2018 to certain non-profit agencies for the promotion of tourism and ongoing preservation of Jefferson County's heritage. The Lodging Tax Advisory Committee recommended $58,086 be expended from the $70,000 excess lodging tax revenue. FISCAL IMPACT: Centrum: $10,000 A budget appropriation will be requested during the 3rd Quarter Budget Extension process. RECOMMENDATION: Approve and sign the supplemental agreement. REVIEWE 1_E.Y: Philip Morley, CounWPoministrator Date: CONTRACT REVIEW FORM CONTRACT WITH: Centrum (Contractor) CONTRACT FOR: 2018 Lodging Tax Grant Funding Amendment#1 TERM: Ends 12/31/18 Yrr. 3 '✓ Y 'A n„,,i ' rr . .'$ , 't•44:,'..44 , '' 91 � / 7f . ...e, r dka'�*, ' .teYs r` r A , + 1 �^= ` d. � �, yf7 , ; '' saay u )...;. � . :3�It'?"1111, ', $�Y/4.0-0 .,,,r ys' .. � ri>, ,. ' p ',,,$$$‘$$ r '� " $$ Ym $rd '$ ' ? y*1''li%< , �3F"„,” 44,b);S6 , ,,j0',„Ste,� _ !$ ' A-;-,.% ' r 11,,,,P,,, ,,.„,-,1%,,,i),„:',4,4,;:,4,.,,,,�Yr, '. . a/,.,-04-4.-- a • ara//AV, , F „, '�,fro, Yf'/k„ ';.if :ik� T,, �"�: , � ,,Ir , •r r. r t � 1t , . 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AMOUNT: .$10,000 PROCESS: Exempt from Bid Process Consultant Selection Process Revenue: _ Cooperative Purchase Expenditure: Competitive Sealed Bid Matching Funds Required: _ Small Works Roster Source(s) of Matching Funds: Vendor List Bid RFP or RFQ Step 1: REVIEW BY RISW) I • 0 NT Review by: 40,`__./ S57)-- 4 Date Reviewed: 1075 APPROVED FORM ED Returned for revision(See comments) omments: Step 2: REVIEW BY PROSECUTI A ORNEY Review by: p e Date Reviewed: c/&Y),g 127(APPROVED AS TO FORM 4C n Returned for revision(See comments) Comments: f c.it JT'�c.,41--, Step 3: DEPARTMENT MAKES REVISIONS Have contractor sign appropriate number of originals. Step 4: SUBMIT TO PROSECUTING ATTORNEY FOR FINAL SIGN OFF Step 5: SUBMIT TO BOCC FOR APPROVAL Submit originals and 9 copies of Contract,Review Form,and Agenda Bill to BOCC Office. Place"Sign Here"markers on all places the BOCC needs to sign. MUST be in BOCC Office by 5 p.m.TUESDAY for the following Monday's agenda. (This form to stay with contract throughout the contract review process.) i orjo,c,A treemert+- 10r1 - Cttliq AGREEMENT FO 2018 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES CENTRUM This Agreement is by and between JEFFERSON COUNTY(hereinafter known as "COUNTY"and the CENTRUM(hereinafter known as "CENTRUM"). WHEREAS,the CENTRUM is a non-profit corporation of the State of Washington; and WHEREAS,the COUNTY desires to promote tourism in unincorporated Jefferson County, as authorized by Chapter 67.28 RCW and Jefferson County Code Chapter 3.25; and WHEREAS,the Jefferson County Lodging Tax Advisory Committee reviewed and recommended funding the lodging tax proposal by Centrum to implement a strategy for the unincorporated area of Jefferson County to promote tourism activities; IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the parties as follows: SECTION 1: SERVICES TO BE PERFORMED The CENTRUM shall use its capabilities and utilize up to$20,000 of funding provided under this agreement to continue and update the ongoing performance of the tourism promotion services consistent with the Itemized List of Promotion Services and Lodging Tax Budget,a copy of which is incorporated herein and attached hereto as Exhibit A. SECTION 2: RESPONSIBILITIES OF CENTRUM: 1. On or before April 30; July 31; October 31, 2018; and January 31,2019,provide to the COUNTY: • A quarterly report of the use, services,programs and activities of the CENTRUM under this Agreement for the prior quarter; • A quarterly financial statement detailing revenues,expenses and cash balances for the prior quarter; and for the final quarter report,the financial statement shall also include a detailed financial statement for all 2018. 2. On or before January 31,2018,provide to the COUNTY: • A billing statement requesting payment of Hotel-Motel Funding for the current year. 3. 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. Page: 1 of 9 Centrum / 1 4. 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. Any monies under-expended of the total funding allocated under this Agreement shall be refunded to Jefferson County by January 31,2019. 5. By February 28th of each year provide the following information on Exhibit B,attached hereto and incorporated by reference for the previous year. a. Each festival,event, or tourism facility owned and/or operated by CENTRUM. b. The amount of lodging tax revenue allocated for expenditure(whether actually expended or not)by the CENTRUM on each festival,event or tourism facility. c. Estimated number of tourists served at each festival, event or tourism facility. ("Tourist" includes persons traveling more than 50 miles to the location of the event, festival or facility and overnight stays in the area). 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 attributable to the event,festival or facility. SECTION 3: RESPONSIBILITY OF JEFFERSON COUNTY 1. The COUNTY will provide the CENTRUM funding from Hotel-Motel Tax receipts to be used in support of their responsibilities as defined under this agreement. 2. Said funding is in the sum of$20,000 for 2018. Payment is to be predicated on submittal of reports defined in Section 2. Payment will be made by the COUNTY upon receipt of an invoice on the next available billing cycle. SECTION 4: TERM This Agreement shall be for a term of one year, commencing on January 1, 2018 and ending on December 31,2018, except for the reports referenced in Section 2,due January 31,2019 and February 28,2019. SECTION 5:ASSIGNMENT Either party to the agreement shall not assign this Agreement,except by signed amendment. SECTION 6: MODIFICATION This Agreement may be modified by mutual written agreement executed by both parties. Page: 2 of 9 Centrum 1 1 SECTION 7: TERMINATION The Agreement may be terminated,in whole or in part,by the County upon thirty(30)days written notice in the event expected or actual revenue from the Hotel-Motel Tax is reduced or limited in any way,or for non-performance of duties under this Agreement, or for any reason. The CENTRUM may terminate this Agreement upon thirty(30)days written notice to the COUNTY. In the event of termination under this clause,the County shall be liable to pay only for services rendered prior to the effective date of termination. If termination covers a period for which payment has already been made,CENTRUM shall refund to the COUNTY a pro-rated share of the payment based upon the balance of time remaining in the paid period,unless otherwise negotiated. SECTION 8: HOLD HARMLESS The CENTRUM shall indemnify and hold the COUNTY, and its officers, employees, and agents harmless from and shall process and defend at its own expense,including all costs, attorney fees and expenses relating thereto, all claims, demands, or suits at law or equity arising in whole or in part, directly or indirectly, from the CENTRUM's negligence or breach of any of its obligations under this Agreement;provided that nothing herein shall require the CENTRUM to indemnify the COUNTY against and hold harmless the COUNTY from claims,demands or suits based solely upon the conduct of the COUNTY, its officers, employees and agents, and;provided further that if the claims or suits are caused by or result from the concurrent negligence of: (a) the CENTRUM's agents or employees; and, (b)the COUNTY, its officers, employees and agents, this indemnity provision with respect to claims or suits based upon such negligence, and/or the costs to the COUNTY of defending such claims and suits, etc., shall be valid and enforceable only to the extent of the CENTRUM's negligence, or the negligence of the CENTRUM's agents or employees. The CENTRUM specifically assumes potential liability for actions brought against the COUNTY by the CENTRUM's employees,or any other persons engaged in the performance of any work or service required of the CENTRUM under this Agreement and, solely for the purpose of this indemnification and defense,the Contractor specifically waives any immunity under the state industrial insurance law,Title 51 RCW. The CENTRUM recognizes that this waiver was specifically entered into pursuant to provisions of RCW 4.24.115 and was subject of mutual negotiation. SECTION 9: INSURANCE The CENTRUM shall obtain and keep in force during the term of the Agreement, or as otherwise required,the following insurance with companies or through sources approved by the State Insurance Commissioner pursuant to RCW 48. The CENTRUM shall maintain Workers' Compensation coverage as required under the Washington State Industrial Insurance Act, RCW Title 51, for all CENTRUM employees, agents and volunteers eligible for such coverage under the Industrial Insurance Act. Page: 3 of 9 Centrum SECTION 10: INDEPENDENT CONTRACTOR The CENTRUM and the COUNTY agree that the CENTRUM is an independent contractor with respect to the services provided pursuant to this agreement. Nothing in this agreement shall be considered to create the relationship of employer and employee between the parties hereto. Neither the CENTRUM nor any employee of the CENTRUM shall be entitled to any benefits accorded County employees by virtue of the services provided under this agreement. The COUNTY shall not be responsible for withholding or otherwise deducting federal income tax or social security or for contributing to the state industrial insurance program,otherwise assuming the duties of an employer with respect to the CENTRUM, or any employee,representative, agent or contractor of the CENTRUM. The CENTRUM shall be responsible for all applicable withholdings, deductions, state industrial insurance,tax reports,business licenses,registrations, and all other obligations of an independent organization. SECTION 11: COMPLIANCE WITH LAWS The CENTRUM shall comply with all Federal, State, and local laws and ordinances applicable to the work to be done under this Agreement. This Agreement shall be interpreted and construed in accord with the laws of the State of Washington and venue shall be in Jefferson County, Washington. SECTION 12: DISCRIMINATION PROHIBITED The CENTRUM with regard to the project to be completed under this agreement, will not discriminate on the grounds of age, sex, marital status, sexual orientation,race, creed, color, national origin,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,unless based upon a bona fide occupational qualification in the selection and retention of employees,materials, supplies, contractors or subcontractors. Page: 4 of 9 Centrum SECTION 13: INTEGRATED AGREEMENT This agreement together with attachments or addenda represents the entire and integrated agreement between the County and the CENTRUM and supersedes all prior negotiations, representations, or agreements written or oral. This agreement may be amended only by written instrument signed by both the County and the CENTRUM. APPROVED and signed this P'day of feLn a y 2017. JEFFERSON COUNTY Attest: BO i OF IS IONERS //pi /// Carolyn Gallaway, I David Sullivan, Chair Deputy Clerk of the Board Approved as to orm: CENTRUM ,(1) a �4 Philip Hunsucker, Authori ed fficial Chief Civil Deputy Prosecutor Room- A- IOW Page: 5 of 9 Centrum EXHIBIT A Itemized List of Proposed Tourism Promotion Services and Centrum Lodging Tax Budget [Note: Centrum shall decrease total lodging tax expenditures to$20,000] • JazzTimes Magazine,January/February and April 2018 editions. JazzTimes has a circulation of 70,000 magazine readers,30,000 newsletter subscribers,202,000 Facebook likes,and 275,000 unique visitors to jazztimes.com with 440,000 pageviews. $1,818 • Display ad promoting Centrum's programs in Olympic Peninsula Getaway guide,Spring 2018 edition. Olympic Peninsula Getaway has a circulation of 200,000 including Washington State Ferries. $701 • Two page"advertorial"($6,114 opportunity cost,half paid by Centrum,half by Fort Worden)promoting annual Centrum programs in the MV Coho Magazine. MV Coho Magazine(90,000 copies annually)is the on-board publication of the ferry MV Coho,the only carrier to provide year-round transportation service between Port Angeles and Victoria,with 400,000 passengers annually. $3,057 • 36 underwriting announcements on KUOW-FM for Centrum's Summer Season programs, during Spring and Summer 2018. KUOW-FM reaches 395,299 listeners throughout western Washington each week. Fifty seven percent of KUOW's listeners live in households with a yearly income of over$75,000,and 45 percent live in households with income of more than $100,000 per year. $2,985 • 42 underwriting announcements on KNKX-FM(formerly KPLU)for Jazz Port Townsend and Port Townsend Acoustic Blues Festival,during April and May 2018.KNKX-FM reaches 309,000 listeners throughout western Washington each week. $3,540 • Quarter page display ads promoting Port Townsend Writers'Conference in Poets and Writers Magazine,January/February, March/April,and May/June 2018 editions. This magazine has a circulation of over 100,000 people throughout the US who take their writing vocation seriously.This magazine provides the most comprehensive listing of literary grants and awards,deadlines,and prizewinners available in print. $2,403 • Display ads promoting Jazz Port Townsend in Down Beat Magazine,March 2018 Jazz Camp Guide and May 2018 Summer Festival Guide. DownBeat Magazine has a circulation of 68,000 for people throughout the US who love jazz. $1,750 • Quarter page display ad promoting Port Townsend Writers'Conference in the Writer's Chronicle,Spring 2018. Writer's Chronicle has a circulation of 35,000 with an estimated readership of 54,000 people throughout the U.S. $645 • Half page display ad promoting Jazz Port Townsend in the program guide for Victoria Jazz Festival. Victoria Jazz Festival has an audience of 43,000 people. $1,312 Page 6 of 9 Centrum • Two display ads promoting Port Townsend Acoustic Blues Festival in Acoustic Guitar Magazine and on their website in April 2018. Acoustic Guitar Magazine has 54,000 readers throughout the US who like blues and other guitars styles. $1,500 • Display ad promoting Port Townsend Acoustic Blues Festival in the Festival Guide issue of Living Blues Magazine,April 2018. living Blues Magazine has a circulation of 16,000 with people throughout the US who like blues. $1,038 • Display ad(1/3 page)promoting Jazz Port Townsend in JazzED Magazine,March 2018. This magazine has a circulation of over 13,000 jazz educators. $725 • Printing of 8,000 season brochures promoting all of Centrum's programs for direct mail throughout Washington and the U.S.and for distribution starting April 2018 at Jefferson County Visitor Information Center,Port Townsend Visitor Information Center, B&Bs and hotels in Jefferson County,and more. $8,000 • Printing and mailing of 1,250 post cards promoting all Blues,Jazz,and Fiddle Tunes programs to past participants who live outside of Jefferson County. $619 • Two 2/3 page display ads promoting Jazz Port Townsend in Earshot Jazz Magazine,June and July 2018. Earshot has a monthly circulation of 6,000 in Seattle. $500 • 1/3 page ad in the program guide(circulation 5,000)for JEN Conference,(Jazz Education Network),to be held January 3-6,2018 in Dallas,Texas. $485 • Full page inside cover color ad promoting Fiddle Tunes in the Old-time Herald Magazine, May 2018. Half page color ad promoting Voice Works in May 2018 Old-time Herald Magazine. Old Time Herald has a readership of 4,000 people throughout the US who like old-time roots music. $1,108 • Full page ad promoting Fiddle Tunes in Fiddler Magazine,Spring 2018. This magazine has a readership of 3,000 people throughout the US who like fiddle music. $300 • Full page ad in Wintergrass Music Festival program guide. 3,000 people attend this festival in Bellevue, WA in late February 2018. $325 Total expenses $32,811 Total requested from JCLTAC $30,000 Page 7 of 9 Centrum Exhibit B Jurisdiction Lodging Tax Reporting Form -To Be Submitted to Jefferson County Administrator's Office No Later than February 28th of each Year Lodging Tax Reporting Form Orations receiving finding to promote festivals.special eve and tourism-related activities through tourism-related facilities owned or sponsored by nonprofit organizations or the local jurisdiction are required to complete this form for EACH activity. 1 Oagmtatim Nate: Repemg Year 2 Sponsor Type(Check One): Q 501(03) O 501(c)(8) O Local huisbram OOther(Explain): 3 Activity Name 4 Activity Type(Check One): Q EvearFesaival• Q Facility` O Madtenng' 5 Activity Stat Date*: 6 Activity End Date: 'Taal Cost of Activity. S 8 Amend Requested: S 9 Amami Aeatded S 10 Overall Attendance* 13 Number of Attendees Who Slaved Overnight in Unpaid Accatmodmms• a) Rejected* a) Pierced* b) Anna* b) Actual• c) Melbtdoiogy(Check One)_ ODteect Cant' c) Merhodoiogy(Check One): O Direct Covot• ()Indirect Coact' Ohntesentative Survey' Qiedirect Come ORepreseutapve Survey' Ringtmal Survey' OSnucoaedEstimae' Surrey' OSto clued Estimate• ()OtterGlair) 80=1 xplain): 11 Number of Attendees Who Traveled 50 Aviles or More• 14 Number of Attendees Who Staved Overnight in Paid Accommodations* a) Projected' a) Projected* b) Actual* b) Actual* c) Methodology(Check Oe): O Divert DM* c) Meth telegy(Check One): Q Dien Cams' 8 Indirect Coon' ORepresentatnx Survey 8 Indirect Come Sunny* kttitmal Survey' Q Structured Estimate' In Spy 81/2prestative Structured Estimate* 0 Other(en): (aOther( : 12 Number of Attendees Who Traveled from Another Staten Conner 15 Number of Paid LodgingNightse a) Projected' a) Projected* b) Actual' b) Actual' c) Methodology(Check One): Q Direct Corot' c) /?de hodologj(Check One): 0Direct Come () CamO S> 0inflect Corfu' ()Rept ave Survey* 80Inthdminnal Survey ()Seocmed Estimate* 0Infennal Stever °Stmeted Estimate* (esp ): 0 Other(etplain): *See Lodging Tax Yearly Reporting Defnitionsinstructioas Name of Individual Who Prepared Report Phone I: E-Mail Address RETURN THIS FORM TO: Jefferson County Admim,frator s Office 1820 Jefferson Street P.O.Box 1220 Port Townsend,WA 98368 jefbocctatco.jefferson.wa.us DEADLINE:February:8th of Each Reporting Year Page 8 of 9 Centrum . . LTAC Yearly Reporting Definitions/Instructions Activity Type: Event/Festival:Short-term activity occurring between specific dates(e.g.,4th of July celebration,local marathon) Facility:Municipally-owned facility that operates some or all of the year(e.g.,county historical museum,convention center) Marketing:Activity that provides information to encourage visitors to an area;is typically a year-round activity but may also operate for less than a full year. Activity Date: Activity beginning and ending dates. Actual: Persons estimated to have actually participated in event/festival or visiting a facility.For marketing activity,enter the number of persons estimated to have actually visited area as result of marketing activity. Projected: Persons expected to participate in event/festival or visiting a facility.For marketing activity,enter the number of persons expected to visit area as result of marketing activity. Methodology: Select the methodology used to estimate the actual number of visitors/participants. Direct Count:Actual count of visitors using methods such as paid admissions or registrations,clicker counts at entry points,vehicle counts or number of chairs filled.A direct count may also include information collected directly from businesses,such as hotels,restaurants or tour guides,likely to be affected by an event. Indirect Count:Estimate based on information related to the number of visitors such as raffle tickets sold,redeemed discount certificates,brochures handed out,police requirements for crowd control or visual estimates. Representative Survey:Information collected directly from individual visitors/participants.A representative survey is a highly structured data collection tool,based on a defined random sample of participants,and the results can be reliably projected to the entire population attending an event and includes margin of error and confidence level. Informal Survey:Information collected directly from individual visitors or participants in a non-random manner that is not representative of all visitors or participants.Informal survey results cannot be projected to the entire visitor population and provide a limited indicator of attendance because not all participants had an equal chance of being included in the survey. Structured Estimate:Estimate produced by computing known information related to the event or location.For example,one jurisdiction estimated attendance by dividing the square footage of the event area by the international building code allowance for persons(3 square feet). Other:(please describe) Overall Attendance: Total projected and estimated actual attendance recorded for event,facility or resulting from marketing activity. Total Attendees Traveling 50 miles or more: Total: Total projected and estimated actual number of visitors traveling more than 50 miles to attend event or facility.For marketing organizations,report visitors traveling more than 50 miles to visit area. Of total,attendees who traveled from another state or country: Of the total projected and estimated actual number of visitors traveling more than 50 miles to attend event or facility or visit area,report projected and estimated actual number of visitors who traveled from another state or country. Attendees who stayed overnight: Paid Accommodations: Total projected and estimated actual number of visitors staying in paid lodging establishments such as hotels,motels,bed and breakfasts,etc. Unpaid Accommodations: Total projected and estimated actual number of visitors staying in unpaid accommodations such as family and friends. Paid Lodging Nights: Total projected and estimated actual number of paid lodging nights.One Lodging night=one or more persons occupying one room for one night. Page 9 of 9 Centrum