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Home My WebLink About2022 Quilcene Historical Museum RFP2022 Proposal Checklist for Tourism Promotion Activities Organization Name Event Name, if different Proposed Contract Amount: $62,935 Proposals must completely address the questions, and all requested supplemental information must be provided. Incomplete or late proposals will 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 Summary Sheet _______ Section 1 - Itemized list of proposed services and estimated costs. _______ Section 2 - Proposal Questions. _______ Section 3 - Proposed 2022 promotion, facility, event or activity budget. _______ Section 3 – 2021 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 must be received and date stamped at the Jefferson County Administrator’s Office, 1820 Jefferson Street, P.O. Box 1220, Port Townsend, WA 98368 by October 29, 2021. Documents submitted to the County are public records, potentially eligible for release. Quilcene Historical Museum X X X XX X X 1 2 1.Itemized List of Proposed Tourism Promotion Services 2019 - 2020 - 2021- 2022 10-26-2021 1. Visitor Event Support & Information Museum Expense Code # 66112 $11, 040 $12,213 $6,845 $17,330 signage exhibits newsletters brochures conveniences event materials 2.Co-operative Partnerships & Collaborations Museum Expense Code # 66116 $2500 $2500 $1,170 $1,470 FAM tours, Culinary Loop, 101 Brewery, CMIQ, Quilcene Fair, Quilcene Alumni OPTC (Olympic Peninsula Tourism Council), OPVB (Olympic Peninsula Visitors Bureau) State, Regional, & National memberships, Chambers of Commerce, Lions’ Club, Boy Scouts Quilcene / Brinnon Garden Club, educational & scholarship programs, Quilcene Booster Club Children programs & events, Local Farms & Seafood producers Farmer Markets, Car & RV group tours, Victoriana tours & education 3.Museum web-sites & Social Media, ISP, Phone Museum Expense Code # 66118 $6000 $5000 $6,364 $8,880 4. Special Events, Promotions, Marketing Museum Expense Code # 66120 Museum Season Openers(April) Easter Egg Hunt (April) Worthington Park Grand Opening (May) QHS Alumni Reunion exhibits (June) Gravel Unravel Bike Race (June)Worthington Park "Country Picnic" (June)Worthington Park Outdoor Movie Night (June) Worthington Mansion open house tours (June,July,Sept)Wine & Spirits Tasting Gala (Aug) Quilcene Festival Weekend(Sept)Quilcene Oyster Run (Sept) Worthington Park / QSD “Harvest Festival” (Oct) Appreciation Dinner (Nov) “Polar Express Festival” (Nov/Dec)Sheep to Shawl Festival (Nov/Dec) Community Lighting Festival (Dec) Welcome to the Holidays Gala (Dec) Marketing Media / Ads & Promotion Rental Portfolio Packet 5. Professional Services, Projects Museum Expense Code # 66122 $5050 $10,883 $7,036 $13,055 Accessioning input Oral History ProjectHistory / culture publications Document Storage Project professional servicesfacilities maintenance 6. Travel / conferences, postage, copies, office Conference / Convention / Meeting Office Expenses & Postage, Program Travel Office Expense, Administration Postage, Administration Printing and Copying, Admin Museum Expense Code #66130 Expense Code #66171 & #66173 Museum Expense Code #66195 Museum Expense Code #66265 Museum Expense Code #66267 Museum Expense Code #66269 $2400 $2400 $775 $700 $400 $400 $150 $250 $300 $300 $0 $800 $500 $500 $200 $600 $700 $700 $275 $600 $300 $300 $150 $200 Organization (or Event) Name: Quilcene Historical Museum - Worthington Park domains, upgrades & maintenance, enhancement with links to JeffCo lodging, dining and events, video teleconferencing $7850 $11,433 $6,650 $19,050 TOTAL LTAC 2019 - 2020 - 2021-2022 request for Museum tourism promotion / facility $34,840 $44,430 $28,840 62,935 invitations COVID/PPE supplies 3 2. Proposal Questions Please confine your answers to no more than one page for each question. 1. Tell us about your promotion, 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, facility, event, or activity including its purpose, history, etc.), and describe your organization’s track record. With the restoration of the Hamilton-Worthington House complete, the Quilcene Historical Museum is in the final stages of standing up Worthington Park as a fully operational events center in the spring of 2022. Worthington Park is a one-of-a-kind historical and cultural destination with an active museum, restored Victorian mansion, outdoor performing arts theater, and ten acres of beautiful grounds. Our museum is a nonprofit, operating without debt, staffed, and led by volunteers - with over 39,000 hours of volunteer effort to date. We are increasingly hosting events that draw record numbers of visitors from locations far beyond our county. These events are rooted in strategic partnerships and aggressive promotion. In June we hosted the biggest gravel bicycle race on the Peninsula, the Bon Jon Pedal Bender, that drew 175 participants braving record high temperatures. In partnership with Peninsula Adventure Sports, this athletic competition racked-up the following milestones: largest economic event in South Jefferson County since COVID, largest of three Olympic Peninsula Gravel Races - 240 registrants/175 participants, 98% from outside the county, 7% out-of-state, 9% from Olympic Peninsula, and 22% paid for overnight accommodations. In July we had a circus performance and an outdoor movie. We had more than 480 visitors - a record for our park since it’s beginning in 2015. In August, in partnership with local wineries, we held our annual Wine Tasting Gala with 120 participants. And in September we hosted the annual Oyster Races, in partnership with Quilcene- Brinnon Dollars for Scholars, with 155 participants, 65% from outside the county, 4% from out-of- state, approximately 15% used overnight accommodations. In 2021, we had over 2,600 visitors from 61 Washington State cities, 24 states, and 3 countries. Worthington Park will attract visitors to Jefferson County as a unique gathering place and overnight facility that celebrates the history, natural beauty, and special character of our region. Our official Grand Opening in May 2022 will be a watershed year to deliver on that vision. 4 2. If this is a continuing promotion, facility or event, how is it different than in the past? After years of funding raising, Hamilton-Worthington House restoration, and Worthington Park “ten acres of possibilities” development, we are now able to announce our official Grand Opening in May 2022. While Worthington Park has hosted an increasing number and variety of events over the years since its inception, this opening will officially usher in a new era of marked operational expansion - offering the public unique overnight accommodations and an impressive range of private and public uses. As Worthington Park emerges fully operational in 2022, we will be even more successful in creating events that bring more visitors to Jefferson County who utilize the County’s accommodations for overnight stays. 5 3. Describe how you intend to market/promote your promotion, facility, event or activity to potential tourists who reside outside Jefferson County. a) If an event, the date of the event: Worthington Park tailors its marketing plans to each individual event that it hosts throughout the year. A very high percentage of our events hosted throughout the year target audiences beyond our immediate region. These events have by far drawn our largest numbers of audiences - nationally and internationally. b) The timeline for the tourism promotion activity you are proposing (e.g. May through July, 2022) January through December 2022. c) Target Audience Our primary audience are regions along the West Coast to include, but not limited to, Washington, Oregon, California, Idaho, and Arizona. d) Promotion methods you intend to use to reach the target audience. We have been working closely with a creative group in Jefferson County to expand our digital marketing reach and cast a wider net across a broad range of targeted media. We are already realizing the rewards from this strategy. Our website remains an anchor to this strategy, warehousing and presenting the essential elements of what makes our facility unique. While it is our strongest marketing and sales tool, we are significantly expanding the impact of the site information through this outreach strategy. The site is critical to strategically convert new traffic into online communications, registrations, and reservations. We are expanding business listings on key search engines, social media sites, and we are placing ads and venue listings on local and national online paid directories and booking sites along the west coast to continuously help to draw visitors to Jefferson County. We also employ more traditional media to reach visitors already in the region such as placing signage in strategic locations and utilizing regional reader boards (Port Townsend Chamber of Commerce, community centers, and local businesses and school facilities). e) Describe how you will promote overnight stays at Jefferson County lodging establishments. Primary promotion is through digital marketing (website, etc.), tourist magazines & publications as described above. 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 are continuously expanding our partnership base as it is an essential component to increasing the variety of events we host. Our regional schools have become fundamental partners in event productions throughout the year - logistically and in content. We have created new partnerships and strengthened old ones with the Port Townsend Victorian Heritage Association and the Jefferson County Historical Society respectively - organizations that share our cultural and historical mission. These organizations have co-hosted events at our facility, and we are planning to expand these partnerships in 2022. We are closely aligned with the TCC on event production factors, sourcing their expertise on lodging and promotional networks within and without the County. 6 4. How will you measure the effectiveness of your promotion, facility, event, or activity? We are establishing an eCommerce site for Worthington Park that will help to generate more awareness and then convert all that traffic into future prospects and new bookings. This will allow us to track activity as a result of each promotion. We'll know: • Number of bookings • Amount of revenue generated • Average order value • Sales performance by product - mansion, stage, meadow, event, membership, etc. • Sales performance by category - type of event and rental • eCommerce conversion rate We have sign-in registers that collect visitor information including name, home town, number of visitors, etc. Also, describe how you will document and report to the County the economic impact from your event/facility. (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 have organized our operational management to consistently provide, as required by our contract with the county, quarterly reports of the use, services, programs, and activities utilizing the information we have collected as described above. We also provide quarterly financial statements detailing revenues, expenses, and cash balances. 7 5. What economic impact can we expect in Jefferson County from your proposed promotion, facility, event or activity? Our visitor numbers have increased steadily over the years (2020 Pandemic being the exception). a.) Actual or estimated number of tourists at your event/facility last year (2021): Over 2,600. b.) Estimated number of tourists who will attend your event/facility this year (2022): Over 3,500 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). The trend pre-post COVID pandemic has been approximately 80% of our visitors coming from beyond the County and who were presumed to be taking overnight accommodations in the immediate area. As our event schedule grows, we believe this trend will continue. As noted earlier, we team and partner with lodging establishments throughout the County in our event planning, and as we open for overnight accommodations, we expect that networking to only strengthen. 2022 Events: Museum Season Openers (April) “Easter Egg Hunt” (April) Worthington Park Grand Opening (May) “Quilcene Gravel Unravel” Bike Trek (June) QHS Alumni Reunion exhibits (June) Worthington Park “Country Picnic” (June) Worthington Park Outdoor Movie Night (June) Worthington Mansion open house tours (June,July,Sept) “Wine & Spirits Tasting Fest” (Aug) “Quilcene Festival Weekend” (Sept) Quilcene Oyster Run (Sept) Worthington Park / QSD “Harvest Festival” (Oct) Appreciation Dinner (Nov) “Polar Express Festival” (Nov/Dec) “Sheep to Shawl Festival” (Nov/Dec) Community Lighting Festival (Dec) “Welcome the Holidays” gala (Dec) 8 6. Describe your organization’s area of expertise. Do you provide a unique service? Quilcene Historical Museum’s Worthington Park is a one-of-a-kind historical and cultural destination with an active museum, restored Victorian mansion, outdoor performing arts theater, and ten acres of beautiful grounds. We provide visitors to Jefferson County with an event center in South County that is unique to our area, offering overnight accommodations in the only Victorian mansion and an event center that is attractive to multiple types of events; community and educational events, business off-site meetings, biking & marathon events, weddings, and anniversaries. The funding we are requesting for 2022 will strengthen the extraordinary cultural character of our facility as we upgrade our interpretive and exhibition offerings and continue to expand our narrative to growing numbers of visitors. 9 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: ▬Proposed 2022 promotion, facility, event or activity budget including income and expenses. ▬2021 Budget and Actual income and expense year to date statement(s). ▬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. ▬If you desire, you may provide samples of promotion materials such as brochures or promotional materials (maximum of five). 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. X X X X 10 3. Background Information about Your Organization Proposed 2022 promotion, facility, event or activity budget including income and expenses. QHM 2022 Income & Expense Budget (PRELIMINARY - Excludes Construction) Budget Income 43110 · Membership Dues 3,200 44110 · Interest (Financial Inst)60 44130 · Dividends (Excl Cap Gain)145 44140 · Unrealized Gain/Loss-Securities 400 44430 · Local Gov't Contracts (LTAX)62,935 46110 · Gaming Gross Income 130 46120 · Fundraising Non-Gift Income 1,500 46130 · Fundraising Gift Inc (990 Ln1)3,200 46140 · Fundraising Event Expenses -1,800 47110 · Inventory Sales-Incl Sales Tax 500 47190 · Sales Tax Paid Prior Year -100 47510 · Rent Revenue--Exempt Use 4,500 47530 · Rent Revenue--Nonexempt Use 6,000 47540 · Cost of Rent Rev--Nonexempt Use -3,000 47550 · Personal Property Rent Revenue 100 43401 · Contributions, General 10,000 43403 · Contributions, Endowment Fund 1,000 Total Income 88,770$ 11 QHM 2022 Income & Expense Budget (PRELIMINARY - Excludes Construction) Budget Expense 64110 · Depr and Amort - Allowable 13,902 64125 · Insurance, Property & Casualty 6,000 64135 · Maintenance and Repairs 6,250 64137 · Garden Expense 1,000 64150 · Tax, Real Estate & Personl Prop 6,800 64160 · Utilities 1,900 66112 · Visitor Event Support & Information 17,330 66116 · Cooperative Partnerships 1,470 66118 · Web-sites, Social Media, ISP, Phone 8,880 66120 · Special Events, Promotions, Marketing 19,050 66122 · Professional Services, Projects 13,055 66130 · Conference, Convention, Meeting 700 66145 · Exhibits 1,530 66171 · Office Expenses, Program 100 66173 · Postage, Program 150 66174 · Printing and Copying, Program 100 66175 · Recognition and Appreciation 285 66192 · Hospitality, Food, Beverages 595 66195 · Travel 800 66199 · Other Program Expenses 900 66220 · Bank and Payment Service Fees 425 66230 · Business Permit/Registr/License 50 66265 · Office Expense, Administration 600 66267 · Postage, Administration 600 66269 · Printing and Copying, Admin 200 Total Expense 102,672 Net Ordinary Income -13,902 12 3. Background Information about Your Organization 2021 Budget and Actual income and expense year to date statement(s). QHM 2021 Income & Expense Budget (Excludes Construction) Actual Budget Income 43110 · Membership Dues 4,320 2,505 44110 · Interest (Financial Inst)23 45 44130 · Dividends (Excl Cap Gain)96 108 44140 · Unrealized Gain/Loss-Securities 592 300 44430 · Local Gov't Contracts (LTAX)36,541 40,015 46110 · Gaming Gross Income 142 130 46120 · Fundraising Non-Gift Income 1,537 1,250 46130 · Fundraising Gift Inc (990 Ln1)1,621 1,570 46140 · Fundraising Event Expenses -1,808 -1,955 47110 · Inventory Sales-Incl Sales Tax 604 500 47190 · Sales Tax Paid Prior Year -27 -40 47510 · Rent Revenue--Exempt Use 1,544 660 47530 · Rent Revenue--Nonexempt Use 2,835 47540 · Cost of Rent Rev--Nonexempt Use -1,250 47550 · Personal Property Rent Revenue 55 43401 · Contributions, General 15,218 5,750 43403 · Contributions, Endowment Fund 300 Total Income 62,342$ 50,838$ Jan - Sep 21 13 QHM 2021 Income & Expense Budget (Excludes Construction) Actual Budget Jan - Sep 21 Expense 64110 · Depr and Amort - Allowable 7,903 7,902 64125 · Insurance, Property & Casualty 4,258 4,230 64135 · Maintenance and Repairs 1,194 4,700 64137 · Garden Expense 219 400 64150 · Tax, Real Estate & Personl Prop 3,289 2,700 64160 · Utilities 1,648 1,441 66112.1 · Conveniences - PUD 1,306 1,906 66112.2 · Signage & PPE Supplies 2,900 66112.3 · Exhibits 650 66112.4 · News Letters & Postcards 1,000 66112.5 · Brochures 585 66112.6 · Conveniences - Sanitation 820 700 66112.7 · Invitations 38 700 66112 · LTAX Visitor Prom-Info-Convencs - Other 40 66116 · LTAX Cooperative Partnerships 450 905 66118.1 · Internet & Phone Service 1,472 1,878 66118.2 · Website Design & Maint.798 2,322 66118.3 · Email Service 200 66118.4 · Website Provider 830 150 66118.5 · Video-Teleconference Service 163 175 66118.6 · Security System Service 517 392 66118.7 · Muli-Media H/W 215 66118 · LTAX Web, Soc Media, ISP, Phone - Other 115 66120.1 · Multi-Media Advert.-Comm 2,800 66120.2 · Event Promotion & Support 10,302 8,500 66122.1 · Graphic Design - Non Event/Mark 207 305 66122.2 · Mailing Services 328 210 66122.3 · Lawn Services 1,778 2,280 66122.4 · Grant Writing Services 2,850 6,275 66130 · Conference, Convention, Meeting 160 66145 · Exhibits 3,000 1,500 66171 · Office Expenses, Program 447 66173 · Postage, Program 129 66174 · Printing and Copying, Program 25 66175 · Recognition and Appreciation 285 66192 · Hospitality, Food, Beverages 545 66195 · Travel 210 66199 · Other Program Expenses 3,715 2,894 63135 · Lobbying Expense 442 66220 · Bank and Payment Service Fees 53 58 66230 · Business Permit/Registr/License 10 10 66265 · Office Expense, Administration 478 66267 · Postage, Administration 475 584 66269 · Printing and Copying, Admin 44 244 63120 · Fundraising/Grantwriting Fees 8 Total Expense 48,423 63,836 Net Ordinary Income 13,919 -12,99814 Quilcene Historical Museum Board of Directors May 2021 Chair: Christine Satterlee Vice Chair: Cleone Telling Info for 2021 -2022 Treasurer: James (Marty) McCullough Secretary: Larry McKeehan http://www.quilcenemuseum.org/ http://www.worthingtonparkquilcene.org/ quilcenemuseum@olypen.com Jeff Childs PO Box 609 Quilcene WA 98376 vln.fish@yahoo.com 360-765-3954 360-303-7074Carol Christiansen 65 Pine Street #201 Edmonds WA 98020 jeccbc@olympus.net 425-582-7337 206-618-9400 Brian Cullin 495 Cascara Drive Quilcene WA 98376 bpcullin@icloud.com 360-765-0841 571-286-8164 Marty(James)McCullough PO Box 476 Quilcene WA 98376 quilmudflats@gmail.com 360-765-3420Larry McKeehan 491 Olele Point Rd Port Ludlow WA 98365 larrymck45@gmail.com 360-437-2842 360-774-2051Linda Oen PO Box 307 Quilcene WA 98376 lindao43@embarqmail.com 360-765-3422 360-561-7060Mari Phillips 450 Penny Creek Rd Quilcene WA 98376 pennycreekbaby@yahoo.com 360-765-0688 360-531-2776 David Satterlee PO Box 249 Quilcene WA 98376 dsatt@olypen.com 360-765-4810 206-999-5593 Christine Satterlee PO Box 249 Quilcene WA 98376 cs.qhm.wp@gmail.com 360-765-4810 206-734-5898Sandy Shea PO Box 522 Quilcene WA 98376 sandyshea@olypen.com 360-765-3490 206-779-6096Carl Smith 71 Chickadee Ln Quilcene WA 98376 carl08011@outlook.com 360-765-3692 425-761-3010Cleone Telling 181 E Leland Valley Rd Quilcene WA 98376 71cleone@gmail.com 360-301-4130 Tim Van Berkom 532 Penny Creek Rd Quilcene WA 98376 oleary79@rocketmail.com 360-301-5038 360-301-5038 Lorna Ward PO Box 65 Quilcene WA 98376 lornajward722@yahoo.com 360-765-3336 360-302-1083Kevin Wooley 3850 Lindsay Hill Rd Quilcene WA 98376 kevin.j.wooley@gmail.com 360-531-1023 LMcK 05/17/21 15 16 17 18 19 20 24 25