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HomeMy WebLinkAboutTourism Coordinating Council, Amendment No. 1 - 091018 CONTRACT AMENDMENT#1 By and Between JEFFERSON COUNTY and TOURISM COORDINATING COUNCIL For Hotel-Motel Funding 2018 This Amendment#1 is by and between JEFFERSON COUNTY(hereinafter known as "COUNTY"and the TOURISM COORDINATING COUNCIL(hereinafter known as "TCC"). WHEREAS,the COUNTY and the TCC entered into an Agreement on February 5,2018 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$20,000 in additional funding be awarded to the TCC 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 5,2018 is hereby amended as follows: 1. Paragraph 1.of"Section 1: Services To Be Performed"is hereby amended as follows: 1. Adopt and implement a tourism marketing and promotion strategy for the unincorporated area of Jefferson County,consistent with the proposed TCC Lodging Tax services and budget,a copy of which is incorporated herein and attached hereto as Exhibit A. TCC shall use its capabilities and utilize up to an additional$20,000 of funding provided under this Agreement to perform the tourism promotion services consistent with Exhibit C,attached hereto and incorporated herein. Work performed consistent with 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 this Agreement is in the sum of$150,000 for 2018. Said funding for services in Exhibit C is in the sum of an additional$20,000 for 2018. Except as provided below in Paragraph 3,payments will be made by the COUNTY upon receipt of an invoice on the next available billing cycle. The combined total 2018 Hotel-Motel amount will not exceed$170,000. 3. All other terms and conditions of the original Agreement executed on February 12,2018 will remain the same. 1 of 7 44, APPROVED and signed this/D-day of L9PYe,-n er" ,2018. JEFFERSO► OUN Y Attest: BOARD 1 'O J SS NERS Caroly allaway, David u livan, air Deputy Clerk of the Board Approved as to Form: TOURISM COORDINATING COUNCIL e eV ?Ai6 d,"--0.e., v-/z00 Philip Hunsucker, Authorized Official Chief Civil Deputy Prosecuting Attorney 2 of 7 EXHIBIT C—Budget and Scope of Work for Amendment#1 BUDGET FOR AMENDMENT#1: Supplemental Budget:Campaign—elements Amount Apple and Cider Fest • IFWfWA interp and promotions,post event FAM $1,750 • Marketing within regional culinary festivals $3,500 • Seattle Refined,Google AdWords,additional Social Media boosted posts $2,250 Sustainable"Geotourism"principals as solve to threat of"Overtourism" • Step One—Education and Assessment. $3,000 • Step Two—Pilot internal introduction of recommendations. $5,250 o Share with regional partners • Step Three—Monitor,adjust and document $1,500 Capacity Building • Expanded project management and additional marketing efforts $2,750 TOTAL $20,000 SCOPE & DELIVERABLES FOR AMENDMENT#1 (see Narrative also): 1. Apple and Cider Fest 1.1 Int'1 Food Wine & Travel Writers Association Pre-event Familiarization Tour • $1,750 to conduct a Fam Tour of the Cider Route on May 10 & 11, 2018 for IFWTWA attendees and others. • Deliverables: Fam Tour and brief report on activities and who participated. 1.2 Marketing at Regional Culinary Festivals • $3,500 to buy festival promotions at other culinary tourism festivals, such as Dungeness Seafood& Crab Festival, Shelton OlysterFes, Olympic Peninsula Wineries Association Harvest Wine & Cider Tour. • Deliverables: Marketing and brief report on promotion activity and cost for each festival. 1.3 Digital Google AdWord buys & Boosted Social Media Promotions • $2,250 to purchase AdWord or Google Ads buys to boost search results and related purchases to boost social media promotions targeting 1-5 corridor travelers. • Deliverables: AdWord/Google Ad buys, other social media promotions, and brief report on buys&promotions conducted and their costs, and any metrics on views/effectiveness 3 of 7 2. Sustainable Geotourism to prevent Overtourism 2.1 Education&Assessment • $3,000 to consult with National Geographic and conduct an assessment of Jefferson County's tourism assets, and educate local tourism industry representatives about geotourism principles. • Deliverables: Report summarizing the assessment of Jefferson County tourism assets, a description of education program(s) conducted, the number and affiliation of individuals educated, and how Hotel/Motel funds were expended. 2.2 Draft Recommendations—pilot assessment and actions at 2018 Olympic Peninsula Tourism Summit • $5,250 to TCC and/or its contractors to organize and enact stakeholder taskforce • Deliverables: Convene and facilitate stakeholder taskforce comprised of industry, community and public representatives to identify and develop measurable outcomes. 2.3 Monitor&Adjust Geotourism Efforts & Monitoring/Reporting of results • $1,500 in 2019 and 2020 to TCC and/or its contractors to organize and enact stakeholder taskforce • Deliverables: Documenting and reporting on the performance of identified outcomes 3. Capacity Building 3.1 Integrate TCC's digital messaging into www.olympicpeninsula.org • $2,750 to fund staffing to integrate TCC's content into OPTC's web site. • Deliverables: Report summarizing what content was integrated, and associated expenditure of Hotel/Motel funds. NARRATIVE: "From Canal to Coast&Sea to Summit"The Jefferson County tourism message is as broad and diverse as our County is. From Marrowstone Island,to Kalaloch,to Brinnon to the Chimacum Valley. TCC remains active guiding,amplifying,and where needed-starting-these tourism focused conversations to the ears and eyes of active travelers. Our success is known when they convert these marketing messages of Enjoy Olympic Peninsula into heads in beds,feet on the ground,and dollars in the cash registers,of Jefferson County hospitality and lodging partners. This is the primary work of the TCC(Tourism Coordinating Council of Jefferson County). The power of these curated tourism messages is directly evident in the ongoing success of the overall Olympic Peninsula Tourism message and product. Thanks to the opportunity of the Jefferson Co.LTAC supplement tourism promotions funding opportunity we request $20,000.00 to enable additional capacity building which will aim to expand promotional 4 of 7 marketing of our rd annual Apple and Cider Fesdval,and sustainability strengthen our strategic tourism efforts,so as not to become an Overtourism victim of our own success. Apple and Cider Festival-"Celebrate the Season,Taste the Region",October 12th-14th,201& Apples and cider have played an Important role In Northwest culture since the earliest settlers arrived in the region,with orchards dating back to the late 1800s. The fertile Cislinecum Valley is an international hotbed of world class cider making,thanks to Eaglernount,Alpenfire and FInnrivor(Aeries. These partners are featured-along with Olympic Culinary Loop partnered restaurants,creameries, and wineries-to offer visitors a one-of-a-kind celebration of our regions Apple and Cider accomplishments. At the second annual Olympic Peninsula Apple and Cider Festival,attendees will celebrate and delight in the traditions and culture of growing apples and brewing cider with a truly authentic Pacific Northwest, tree-to-glass weekend experience. Attendees are welcome to one,two,or all three days of feasting and tasting. Packaging of full weekend Apple and Cider offerings was identified as a desirable post-event request from attendees of last year's inaugural festival. LTAC funding will be focused on attracting full weekend travelers to the festival Objective-Supplemental LTAC funding seeks to strengthen marketing campaign along i-S corridor as we seek to attract more visitors Into extended festival participation and resulting overnight stays. Survey monitoring of attendees will validate success of increased participation from outside 50-mile radius of Chimacum. Funding will enable—Festival will be featured as a spotlighted event with in TCC's currently scheduled Fall Campaign reaching visitors through promotions and a branded content article on Seattle Refined • Briefing all attendees of The International Food Wine & Travel Writers Assodation (IFWTWA) Conference,May 6-9,2018 Whidbey Island. Experientially en - 'ng several IFWTA attendees care of a FAM(Familiarization)tour of the Cider Route May 10&11. • Purchasing festival promotions within current well established, and highly attended, fall culinary tourism festivals;Dungeness Seafood&Crab Festival a Shelton's OysterFest,and Olympic Peninsula Wineries Association's Harvest Wine&Cider Tour. • Digital Google AdWord buys and boosted social media promotions targeting 1-5 corridor travelers. Current Apple and Cider Festival Schedule includes: FRIDAY-OCTOBER 12TH • Harvest Dinner-The Palindrome,Eaglemount Wine and Cidery 9 SATURDAY-OCTOBER 13TH - • Port Townsend Farmers Market-Apple themed press and cooking demos • Cider Saloon-The Palindrome,Eaglemount Wine and Cidery Featuring 40+regional ciders, apple and cheese pairings,apple tempura, cider pressing, live music and celebration • Propolis Fall Fire Party-Festival afterparty at Propolis Brewing Food trucks,fire show and block party dance party. 2017 Apple&Cgler ticket %Sri wurcet Add 1,tah and SUNDAY-OCTOBER 14TH ouSton,r . • Firehouse Brunch-Cape George Fire Hall hosted by Alpenfire Cidery 5 of 7 • Sunday Seminars at Alpenfire Cidery • Finnrlver World Apple Day Country Fair A community celebration of the harvest with cider tasting,orchard tour, live music,woodflred pizza, morris dancers,apple ID and morel Sustainable Tourism Community - TCC has been monitoring the growing global trend of 'Overtourism' and seeking ways to ensure that Jefferson County models a sustainably authentic destination to our partners on the Olympic Peninsula and throughout the region. Destinations around the world need to woke up and realize that social problems related ir t rism aren't going to solve themselves. "As destinations scramble to reduce the impact of tourism on their citizens, foundational work must still be done to create a repeatable framework and process for preventing overtvurism,"n AndrewSheivrachman The Business of Travel Editor at Skill News uNaniD. . SIV... This topic addresses increased congestion due to frequent Hood Canal Bridge openings,as well as Just and equitable housing Inventory against the-perceived-increase in Community Marketplace lodging hosts,I.e.Alrbnb and VRBO. TCC,working with Finnriver Farm's a-Corp advisory team and Patagonia'Action Works,seeks LTAC funding to pilot a three-part education program for safeguarding our community from overtou ism by promoting authentic principles of"Geotourism`governance. Outcomes of achieving an educated and strengthened sustainable tourism community will not only help medicate encroachment of overtourisrn. It will also position TCC to be a regional subject area expert on this vital topic. 1. Step One-Education and Assessment. National Geographic coined the term "Geotourism",and they work to protect the world's distinctive places through wisely managed tourism and enlightened destination stewardship programs. Fundamental to Geotourisrn are 13 principles government and tourism operators. Under consultative leadership of National Geographic,we'll will assess our current tourism assets and educate stakeholders on geotourlsm principles. 2. Step Two-Pilot will interpret and introduce sustainable tourism recommendations to Jefferson County stakeholders and model steps for achieving similar assessments and actions at the fall 2018 Olympic Peninsula Tourism Summit. 3. Step Three - Monitor and adjust for two years improvements regarding Jefferson County's geotourism efforts,documented care of annual reporting. Capacity Building-Expanded project management and additional marketing efforts associated with supplemental Apple&Cider Festival and a sustainable solution to the threat of overtourisrn requires added capacity for contracted services and related promotional marketing. Added capacity building to be addressed through this supplemental LTAC grant request will be used to address the much anticipated revision of ''_ .., ._,.P y,-i;--_ • the overarching destination domain of our Olympic Peninsula Tourism Commission(©PTC). 6 of 7 TCC Chair, Bill Roney, and contract marketing coordinator, Steve Shively, have spent significant resources serving on OPTC's website task force. Participating on vendor search and selection,along with wireframe design and graphics branding sessions. Once the new website is launched — ETA June 2018—the work of integrating TCC's current digital messaging Into this new website and assessing the long term operational impacts of this expanded website for TCC will begin. One-tweith FTE of additional contracted services is requested to accomplish estimated additional work associated with these supplemental Initiatives. "Fran Canal to Coast and from Sea to Summit",there are unique Olympic Peninsula adventures and activities awaiting every traveler.TCC works year-round to help tell these co `=rig stories to our enjoyment ready travelers! 7 of 7 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: September 10,2018 SUBJECT: AGREEMENT,Amendment No. 1 re: 2018 Supplemental Lodging Tax Grant Funding; In the Amount of$20,000; Tourism Coordinating Council (TCC) 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: Tourism Coordinating Council: $20,000 A budget appropriation will be requested during the 3rd Quarter Budget Extension process. RECOMMENDATION: Approve and sign the supplemental agreement. REVIEWED BY: w-. .5 % V7- 5% ihp Mo 1- ', County Administt for Date: CONTRACT REVIEW FORM CONTRACT WITH: Tourism Coordinating Council(TCC) (Contractor) CONTRACT FOR: 2018 Lodging Tax Grant Funding Amendment#1 TERM: Ends 12/31/18 Tv. yY �. 9.i 4 'l ' t 0 E :K 7 :,:3 9 ms s' ✓ •+�' a' l ,, � �" " r tr � 10'tdi :F:& M`'; xf` fir.�f r�` /' ', rA p � A8 r � , i e9 u`�;; f a. aa �g 6s ,� # d{ o AMOUNT: $20,000 PROCESS: Exemm Bid Process Consultant ptfroSelection 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 AligStep 1: REVIEW BY RI GoT Review b,. At file ti (� Date Reviewed: „lEfAPPROVED FORM Returned for revision(See comments) Comments: Step 2: REVIEW BY PROSECUTIN ATTORNEY Review by: O G Date Reviewed: 9/6 /4 APPROVED AS TO FORM 1 IZ Returned for revision(See co nts) Comments: 4110,411141-n, 10 �C/ti !c o R 4,{.o,f�J $ V • 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.) oil , I L�- :"..1005 �") ` �� 1 72,e-a.�� ►^� �-}- AGREEMENT FOR 2018 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES TOURISM COORDINATING COUNCIL This Agreement is by and between JEFFERSON COUNTY(hereinafter known as "COUNTY"and the JEFFERSON COUNTY TOURISM COORDINATING COUNCIL (hereinafter known as "TCC"). WHEREAS,the TCC is established by the Board of County Commissioners through Resolution No. 78-03 and its members are appointed by Board of County Commissioners; and WHEREAS,the COUNTY desires to promote tourism by providing information to guests, support and staff to information centers in unincorporated Jefferson County,as well as workshops, conferences and materials to enhance productivity of visitor information centers in the promotion of the tourism industry,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 the Tourism Coordinating Council 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 TCC shall use its capabilities and utilize the funding provided under this agreement to continue and update the ongoing performance of the following tourism promotion services, as outlined below: 1. Adopt and implement a tourism marketing and promotion strategy for the unincorporated area of Jefferson County, consistent with the proposed TCC Lodging Tax services and budget, a copy of which is incorporated herein and attached hereto as Exhibit A. 2. Be the focal point for community involvement, act as a clearinghouse for community organizations,and participate in planning and strategizing for tourism promotion. 3. Coordinate with the City of Port Townsend, State of Washington,United States Government and other public and private agencies in the use of Hotel Motel Tax funds and the promotion of tourism activities. Page: 1 of 7 Tourism Coordinating Council SECTION 2: RESPONSIBILITIES OF THE TOURISM COORDINATING COUNCIL: 1. On or before January 31;April 30;July 31; October 31,2018; and January 31,2019, provide to the COUNTY: • A quarterly report of the marketing, services,programs and activities of the 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. Submit orders and invoices from marketing vendors to the County Administrator's Office for payment by the County out of budgeted funding allocated for TCC activities consistent with this Agreement. 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. 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 retained in the Fund 125 Hotel/Motel fund balance. 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 TCC. b. The amount of lodging tax revenue allocated for expenditure(whether actually expended or not)by the TCC 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 TCC 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$150,000 for 2018. Payment is to be predicated on submittal of reports defined in Section 2. Except as provided below in Paragraph 3,payment will be made by the COUNTY upon receipt of an invoice on the next available billing cycle. Page: 2 of 7 Tourism Coordinating Council 3. The County shall establish a Fund 125 revolving checking account, and the County Administrator's Office may use it to pay time-sensitive orders and invoices for services consistent with this Agreement, and that require payment sooner than a normal County 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. 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 TCC 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. SECTION 8: COMPLIANCE WITH LAWS The TCC 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 9: DISCRIMINATION PROHIBITED The TCC with regard to the services 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: 3 of 7 Tourism Coordinating Council SECTION 10: INTEGRATED AGREEMENT This agreement together with attachments or addenda represents the entire and integrated agreement between the County and the TCC 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 TCC. APPROVED and signed this 54-4 day of qiiorutoltan8. JEFFERSO COUNTY Attest: BOARD O S ONERS Ofirit6kali Carolyn allaway, Davi ullrvan, air Deputy Clerk of the Board Approved s to Form: TOURISM CO RDINATING COUNCIL P.C. Philip Hunsucker, Authorized Official Chief Civil Deputy Prosecutor Page: 4 of 7 Tourism Coordinating Council EXHIBIT A Proposed 2018 Tourism Coordinating Council Lodging Tax Services and Budget 2016 2017 2018 TCC Annual Budget Proposed Actual 2017 Request Advertising Collateral $17,800 $28,400 $ 24,900 $29,000 Lodging List Placement in Getaway Guides $3,000 $6,000 $ 6,000 $6,000 Changes to Lodging List for Act.Map Reprint $500 $500 $ 500 5500 Opportunities $2,000 $2,700 $ 2,700 $3,300 I Regional Map Project j (Redux Activity Planner++) $6,000 $10,000 $ 6,500 $10,000 1 Brochure Reprint(Waterfall Trail/OP TP) $5,200 $5,200 $ 5,200 $5,200 1 Web Hosting,Domain Reg.&Social Media f Sub. $700 $1,000 $ 1,000 $1,000 Ad Creative Services $400 $3,000 $ 3,000 $3,000 ! Advertising-Marketing $54,100 $63,500 $ 59,000 $67,000 1 Spring/Fall Joint Campaigns { $13,000 $15,000 $ 15,000 $16,000 Digital Marketing $11,100 $13,000 $ 13,000 $13,000 FAM Tour Support $2,000 $3,500 $ 2,000 $3,000 Olympic Culinary Loop $4,000 $4,000 $ 4,000 $5,000 Oly Peninsula Tourism Summit Collaboration F $2,000 $2,000 S 2,000 $2,000 WTA Participation 4 $1,000 $1,000 $ 1,000 51,000. Year-Around TCC Campaign $12,000 $15,000 S 12,000 $15,000: I Value Seasons TCC Campaigns $9,000 $10,000 $ 10,000 $12,000 t 1 Olympic Peninsula Tourism Commission $27,000 $27,000 $ 27,000 $27,000 OPTC $27,000 $27,000 $ 27,000 $27,000 r Note: 4 areas represented:Pt Ludlow,Pt IHadlock,Quilcene/Brinnon,West End Professional Services $21,100 $25,100 $ 24,100 $27,000 Coordination of Marketing,Budget,etc. $18,000 $22,000 $ 21,000 $23,000 i Travel,Postage,Copies,Office Expenses, t Conf Call,Travel,Prof.Srvs.etc. $3,100 $3,100 $ 3,100 $4,000 Budgeted TOTAL ADV. i Totals $120,000 $144,000 S 135,000 $150,000 percentage change 20.00% 12.50% 11.11% Page 5 of 7 Tourism Coordinating Council 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 Orgammuons receiving finding to promote festivals,special etch and tourism-related activities through tourism-related facilities owned or sponsored by non-profit organizations or the local jurisdiction are required to complete this form for EACH activity. 1 OrganiarimName Repotting Year 2 Spomot Type(Check Om): 0 501(c)(3) 0 501(06) Q Local Jurisdiction ©Odor(Explain): 3 Amity Neon 4 Activity Type(Check Ove): Q EveosFesawl• Q Facility Q!ltarkeoog' 5 Activity Stat Date': 6 Activity En Date*: 7 Total CostafActivity. S 8 Amount Requested: S 9 Amount Avouded: S 10 Overall Atom ame• 13 Number of Animists Who Staved Overnight n Unpaid Accommodations* a) Rojected* a) Projected* b) Actual' b) Actual' c) Methodology(Check One): ©Direct Camt' c) Methodology(Clmeck One): Q Direct Count* Qladifect Cciule OREPresegurive sulveY. 0Indirect 8kttoanal Survey* QSau iu ed Estimate' 8nra n u Survey' Q Structu ed Estimate' (Mb*: (explain): 11 Number of Attendee;Who Trawled 50 Miles or More' 14 Number of Atemdees Ulm Stayed Overnight in Paid Arcammodaoots• a) Pageant' a) Projected' b) Actual' b) Actual' c) Methodology(Check One): ()Direct Cau' c) Methodology(Check One): Q Direct Caine Indirect Cont' Q Reprove Survey' Jndrect Come' QReptzamtadve Stymy' ktfoonal Survey' Q Structured Estimates V Informal Storey' Stmcnned Estimate* Q- (explain): 0 Omer(explain): 12 Number of Attendees Who Traveled atom Anther Stare or Camay' 15 Ntmtber of Paid Lodging Nights' a) Pmjeaed• a) Projected* b) Actual' b) Actual' • Methodoiogv(Chea One): 0 Direct Cam' c) Methodology(Check Ove): 0 Direct Cams' QEtdrect Court' QRrPtesestaive Sunt' ()Indirect Comt' QReprrseataave Sutter' 8Ltfo�al Survey' OSm icoued Estimate' 0 Inhume Survey' Q Structured Estimate* ( ): Q Other(explain): "See Lodging Tax Yearly Reporting Defraitions'Inatructions Name of Individual Who Paned Report Phone to: E-Mail Address: RETURN THIS FORM TO: Jefferson County Administrator's Office 1820 Jefferson Street P.O.Box 1220 Port Townsend WA 98368 jeflhoccrqco.jefferson.wa.in DEADLLVE:February nth of Each Reporting Year Page 6 of 7 Tourism Coordinating Council 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 7 of 7 Tourism Coordinating Council