HomeMy WebLinkAbout2022 Quilcene Fair & Parade Assoc RFP2022 Request for Proposal Packet
Lodging Tax/Tourism Promotion
This packet is for the 2022 TOURISM f:'ROMOTION 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 will only consider
· complete and signed proposals that include all of the requested
information and documents, and that are submitted by the deadline:
OCTOBER 29, 2021 by 4:30 pm
Digital Delivery only for Proposals to afmcknight@co.jefferson.wa.us
2022 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 2022 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 2022. Please refer to Section 1 of this packet for a 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
must be provided. Incomplete proposals will 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. •The
preferred format for a digital application is a single PDF file attached to an email. If necessary,
multiple files in either PDF or Microsoft Word may be attached to a single email as a complete digital
application.
•All documents filed with the County are public records, potentially eligible for release.
DocuSign Envelope ID: B11FFC0F-77AC-42CC-BE38-2958AB9E9F3A
Jefferson County is committed to the non-discriminatory treatment of all
Persons in the employment and delivery of services and resources.
2022 Proposal Checklist for Tourism Promotion Activities
Organization Name: Quilcene Fair & Parade Association
Event Name, if different:
Proposed Contract Amount: $17,950
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:
j Signed and Dated Proposal Summary Sheet
./ Section 1 -Itemized list of proposed services and estimated costs.
__ /_ Section 2 -Proposal Questions.
----'V_ 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.
2022 Proposal Checklist for Tourism Promotion Activities
Proposal Deadline: October 29, 2021 at 4:30 pm (received, not postmarked)
Address To: Jefferson County Lodging Tax Advisory Committee
Mailing Address: P.O. Box 1220, Port Townsend WA 98368
Delivery Address: Jefferson County, County Administrator's Office,
1820 Jefferson Street, Port Townsend, WA 98368
DocuSign Envelope ID: B11FFC0F-77AC-42CC-BE38-2958AB9E9F3A
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 & Parade Association
Organization Address: Po Box 761 Quilcene, WA 98376
Contact Name: Sharon Redmon
Contact Address: same
Day Phone Evening or Cell Phone: 360-434-6182
,-
"E-Mail Address: guilcenefair@gmail.com
Facility/Event (if applicable): Quilcene Fair, Parade & Car Show
Total Lodging Tax Request:$: 17,950
Estimated 2022 org. operating
budqet (Incl. Lodoinq Tax funds) ~ :23 450
If asking for funds for a
specific event, list other cash
funding sources and dollar Vendor Fees
amounts budgeted for this
project. Donations from Local Businesses
Note: This section is only due
for specific event and festival Raffles Sales & Car Show Entries
funding requests. ~
..
Total Project Revenue Budget
Did your organization receive Lodging Tax Funds from the County in 2021?
Dollar Amount
$1500
$2000
$2000
$ 5500
X 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: Date:
Print Name and Title: Sharon Redmon, President
DocuSign Envelope ID: B11FFC0F-77AC-42CC-BE38-2958AB9E9F3A
10/27/2021
1. Itemized List of Proposed Tourism Promotion Services
Organization (or Event) Name: Quilcene Fair & Parade
In the following space or on a separate sheet of paper, please specify each proposed tourism
promotion, facility, event or activity, including quantities and costs (see examples at bottom of page).
Advertising/Publications
Creation of Roadside Banners along Hwy 101
• Enhancement of 2021's durable goods purchase from LTAC funds
Virtual Presentation
. • Skills of Quilcene x 3 @ $750 each, with The Production Alliance
Continued Maintenance and Enhancements of Website
• with The Production Alliance
• To include improved forms, payment processing and ongoing training
Exhibit Hall Tent, Handwashing Station & portable restrooms
• Needed to keep event all outside
• Portable Restrooms @ $1200 from Good Man Sanitation
• $1700 for handwashing & exhibit hall tent from The Production Alliance
Printing on Sandwich Boards
• Enhancement of 2021's durable goods purchase from LTAC funds
Return of Kids Games
Live Music Outside
Total:
$6000
$2000
$2250
$1000
$2900
$1000
$2000
$800
$17,950·
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 1-5 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
DocuSign Envelope ID: B11FFC0F-77AC-42CC-BE38-2958AB9E9F3A
·' ,. .... 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.
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.
The 38th annual Quilcene Fair, Parade and Car Show will be held of the 3rd Saturday in
September 2022 from 10-3 with the parade starting @ 11 am. All events are held at or near
the Quilcene School located on Hwy 101 in Quilcene. We cooperate with Jefferson County Sheriff
to detour traffic along the Hwy 101 parade route. The parade is free to enter and all are
encouraged. This year's theme is "Come for the Fun, Stay for the Run!" which references our
event on Saturday and the Oyster Races being held the next day, also in Quilcene. This theme will
also be used as a marketing slogan and not only encourage people to come for the run but to
literally stay the night for the run the next day! In addition to the parade, there is a vendor and food
fair, car show, live music, exhibit tent and we hope 2022 will bring the return of new and improved
kids games and the enhancement of our virtual presentation featuring "Quilcene Skills" for our
newly developed webpage, quilcenefair.org. We just know all this fun will encourage visitors from
neighboring counties and even out of state as we plan to advertise in national publications.
We are proud to donate funds we raise through entry fees and raffles back to our community to
groups like Quilcene-Brinnon Dollar for Scholars, Weekend Nutrition Program and Jefferson Food
Bank Association. In addition to raising funds for our local community, we also hope to promote
and highlight the beauty of Quilcene and the people who live here and make it so special. After
having to cancel our 2019 event due to COVID, we are so proud to have been able to bring back
the event for 2021 and intend to make it even bigger & better in 2022! ,_'-
2. If this is a continuing promotion, facility or event, how is it different than in the past?
Yes, this is an annual event that is now being held all outside (as of 2021) and with an additional virtual
component made possible by our 2021 LTAC funding for our new website. We plan to keep the event
all outside in 2022 and also expand our virtual presentation featuring "Skills of Quilcene." This virtuai
presentation will feature 3 community members and the skills that make them, their business or hobby
unique. Along with our 2022 theme/marketing slogan, "Come for the Fun, Stay for the Run," we hope to
be able to utilize 2022 LTAC funding to cooperatively market our annual 3rd Saturday in September
event with the annual 3rd Sunday in September event also held in Quilcene, The Oyster Races. This
two day event and our slogan promoting it, specifically targets overnight tourism and tourism outside of
Jefferson County.
DocuSign Envelope ID: B11FFC0F-77AC-42CC-BE38-2958AB9E9F3A
,. -··
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:
Saturday Sept, 17th 2022
b) The timeline for the tourism promotion activity you are proposing (e.g. May through
July, 2022)
Jan 2022 -Sept 2022
' _ .. ,
c) Target Audience
Long weekend tourists from neighboring counties, adventurer & athletic tourists from out of state,
car show & parade participants from in and out of state, virtual participants all over Washington
State and those friends and tourists that are unable to join us but want to check out our small
town event. These virtual parts of the Fair will also help us to reach a wider audience and hope
that these efforts will encourage future tourists and participants in 2022 and Fair and parade in
the future.
d) Promotion methods you intend to use to reach the target audience.
Articles in Publications (local and national), roadside banners, on our website and visiting other local
events.
e) Describe how you will promote overnight stays at Jefferson County lodging
establishments.
Articles in Publications and our 2022 theme/marketing slogan, "Come for the Fun, Stay for the Run!"
' -..
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:
The Oyster Races at Worthington Park who are included in the overall theme/slogan and whose
name and website will be included in the publications and our website.
DocuSign Envelope ID: B11FFC0F-77AC-42CC-BE38-2958AB9E9F3A
4. How will you measure the effectiveness of your promotion, facility, event or activity?
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.)
Surveying our vendors to ask for estimated revenues generated from their attendance. Request
local business to report any revenue increase generated from the Festival weekend. Request
lodging numbers from local lodging businesses.
5. What economic impact can we expect in Jefferson County from your proposed promotion,
facility, event or activity?
a.) Actual or estimated number of tourists at your event/facility last year (2021 ):
. -.
Due to the return of Covid-19 and county restrictions to have no more than 500
people at an outside event our number of tourists at the event were an estimated
325 people. We had great feedback on our on line hybrid presence for the fair.
b.) Estimated number of tourists who will attend your event/facility this year
(2022): We estimate that we will have between 600-800 tourists at our event
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).
In speaking with our local businesses during this year's event, they reported that they were very
busy and the fair and parade were the reason they had exceptional business for the day. We
project that with increased numbers for the 2022 and our cooperation with the Oyster races in a
combined marketing event that we will have .an increase in our tourist numbers that "Come for the
Fun" and those that "Stay for the run". We estimate that we will have 50-100 tourists that choose to
"Stay for the Run" in local lodging. The Fair and Parade has a huge economical impact for small
, Jocal businesses that rely on the Fair to showcase their crafts and business. The venue will be
able to host over 100 business and information tents that promote local tourism, restaurants, and
community organizations. Local 501 c3's such as the Lions Club, Booster Club, Weekend Nutrition
Program rely on the fund raising activities that the Fair venue provides. These monies raised are
then returned to and support the health and well being of our community.
DocuSign Envelope ID: B11FFC0F-77AC-42CC-BE38-2958AB9E9F3A
6. Describe your organization's area of expertise. Do you provide a unique service?
We provide a unique hometown event that is oftentimes lost in larger towns and cities around
Washington State. This small town event allows for tourists to come and experience small town pride,
local businesses and craftspeople alsong with the natural beauty our sound county provides. The
Quilcene Fair and Parade's theme of "Come for the Fun (Fair and Parade) and Stay for the Run (Oyster
races)" is a unique opportunity for two organizations to come together to present a Festival weekend
that.highlights our local skills and natural beauty of our South County resources.
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:
1. Proposed 2022 promotion, fac;;ility, event or activity budget including income and expenses.
2, 2a. 2021 Budget and Actual income and expense year to date statement(s).
3. List of names and addresses of the organization's Board of Directors as of the date the
... r: .. 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. ,
-END-
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DocuSign Envelope ID: B11FFC0F-77AC-42CC-BE38-2958AB9E9F3A