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Home My WebLink About2022 North Hood Canal Chambers RFP 2022 Request for Proposal Packet Lodging Tax/Tourism Promotion 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. This packet is for the 2022 TOURISM PROMOTION SERVICE PROPOSALS to be funded by the Jefferson County Lodging Tax. Under Jefferson County guidelines, you must be a NON-PROFIT or GOVERNMENTAL AGENCY to be eligible to be funded by the Jefferson County Lodging Tax. The Jefferson County Lodging Tax Advisory Committee 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 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 Event Name, if different Proposed Contract Amount: $ 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. 1. Itemized List of Proposed Tourism Promotion Services Organization (or Event) Name: ________________________________________ 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). Examples of how to list your proposed tourism promotion services or event (please be as specific AS POSSIBLE about the services, quantities, the tourism market, distribution method, and cost): 10,000 promotional rack cards for I-5 corridor from Portland to Bellingham, April - June 2018…………$1,835 The rack cards will promote an event/hotel/restaurant promotional package. Design and printing……………………………………………………………….…. $1,250 Distribution by XYZ Company……………………………………………………… $ 500 5 hours of staff time at $17.00 per hour to write copy, edit and proof the cards…...$ 85 1/3 page black and white event promotional advertisement in XYZ Magazine, July 2018 edition.……. $1,500 XYZ Magazine has 250,000 subscribers in western and northwest states. This 1/3-page ad will be part of a full-page advertisement being coordinated by the VCB. XYZ Magazine will match the value of the advertisement with a feature article on Jefferson County and the event in the same edition. LTAC 2022 Enclosure, Page 1 of 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. We operate two Visitor Centers, one within the US Forest Service Ranger Station in Quilcene and the other in the Brinnon Community Center. Chamber staff provides Visitor Information to the traveling public at our two locations. We maintain tourism related rack cards and promotional material at both centers as well. The Chamber maintains a website featuring a collection of local events, lodging and other information helpful to the traveling public. We also have a Facebook page and a Twitter account where visitor information is posted on a regular basis. In a “typical” year, we would see over 30,000 visitors, providing us ample opportunity to promote our area to the traveling public. Our staff all live in the area and are familiar with local tourist activities, food, and lodging. Most of our staff have been with us for several years and are quite experienced with helping visitors plan their trips. People often comment on the helpfulness and friendliness of our staff, qualities we believe encourage people to stay in the area or to return and make this area a base for their future travels to the peninsula. 2. If this is a continuing promotion, facility or event, how is it different than in the past? We are not budgeting as many hours as we typically have in the past due to the uncertainty of when the Quilcene Ranger Station will be opening up to the public. However, we are scheduling more hours than last year as there is word that the Forest Service will start to open up in 2022. 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: Not applicable b) The timeline for the tourism promotion activity you are proposing (e.g. May through July, 2022) January through December 2022 LTAC 2022 Enclosure, Page 2 of 3 c) Target Audience Everyone who travels through, visits or would like to visit our area. d) Promotion methods you intend to use to reach the target audience. We personally assist anyone who walks into our Visitors Centers, calls us or e-mails us and help them discover all our local area has to offer. We also promote local events and lodging through our website and on our social media pages. e) Describe how you will promote overnight stays at Jefferson County lodging establishments. We get a lot of requests in person to help visitors plan their trips. Many requests also come by phone and e-mail from potential visitors asking for help to plan their trips to western Washington. Our staff is very knowledgeable about our area and has experience in helping people discover why they should include our area in their itinerary. We believe that by being a part of the planning process, we can give them reasons to stay in Jefferson county to experience all there is to offer. We also provide local lodging options and suggestions tailored to their preferences. 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: Not applicable 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.) We get feedback from visitors who come back to the Visitor Center and maintain sign in sheets at both Visitor Centers which include questions about lodging stays. 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): We are estimating around 2,500 for 2021 as the Quilcene office was closed. LTAC 2022 Enclosure, Page 3 of 3 b.) Estimated number of tourists who will attend your event/facility this year (2022): We are expecting the Quilcene office to open next year and are hoping to get our numbers back into the 30,000 range. 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). Sending visitors to Jefferson County restaurants, facilities, amenities, events and businesses is what our staff does. In a more typical year, we would log over 2,600 paid lodging nights from our sign in sheets. 6. Describe your organization’s area of expertise. Do you provide a unique service? Our area of expertise is being experts on our area. By maintaining a knowledgeable and friendly staff, we are able to guide visitors to our area. Our locations allow us access to a range of visitors, some of whom may not have intended to stay in Jefferson county. We are able to give them reasons to do so. 200 Lodging Tax Funds TOTAL Jan - Dec 22 Jan - Dec 22 Ordinary Income/Expense Income 5 ꞏ Earned Income (Revenue) 5040 ꞏ Local government contracts 5042 ꞏ LTAX Visitor Center Grant 58,557.00 58,557.00 Total 5040 ꞏ Local government contracts 58,557.00 58,557.00 5310 ꞏ Interest on checking/savings 5.01 5.01 Total 5 ꞏ Earned Income (Revenue)58,562.01 58,562.01 Total Income 58,562.01 58,562.01 Gross Profit 58,562.01 58,562.01 Expense 7 ꞏ Program Services 7200 ꞏ Salaries & related expenses 7220 ꞏ Salaries & wages 47,665.81 47,665.81 7250 ꞏ Payroll taxes 5,296.20 5,296.20 Total 7200 ꞏ Salaries & related expenses 52,962.01 52,962.01 7500 ꞏ Outside services 7520 ꞏ Accounting fees 1,200.00 1,200.00 Total 7500 ꞏ Outside services 1,200.00 1,200.00 Total 7 ꞏ Program Services 54,162.01 54,162.01 8 ꞏ Adminstrative Expense 8100 ꞏ Nonpersonnel expenses 2,350.00 2,350.00 8300 ꞏ Travel & meetings expenses 8310 ꞏ Travel 50.00 50.00 Total 8300 ꞏ Travel & meetings expenses 50.00 50.00 8500 ꞏ Other expenses 8520 ꞏ Insurance 2,000.00 2,000.00 Total 8500 ꞏ Other expenses 2,000.00 2,000.00 Total 8 ꞏ Adminstrative Expense 4,400.00 4,400.00 Total Expense 58,562.01 58,562.01 Net Ordinary Income 0.00 0.00 Net Income 0.00 0.00 4:18 PM North Hood Canal Chamber of Commerce 10/28/21 Budget Overview Accrual Basis January through December 2022 Page 1 Unaudited Management Report 100 Chamber Funds 200 Lodging Tax Funds TOTAL Jan - Sep ...Budget Jan - Sep ...Budget Jan - Sep ...Budget Ordinary Income/Expense Income 5 ꞏ Earned Income (Revenue) 5040 ꞏ Local government contracts 49,995.00 49,995.00 49,995.00 49,995.00 5210 ꞏ Dues, Member 1,600.00 2,300.00 1,600.00 2,300.00 5310 ꞏ Interest on checking/savings 2.06 12.00 2.35 10.00 4.41 22.00 5440 ꞏ Gross sales - inventory 595.00 2,500.00 595.00 2,500.00 5450 ꞏ Advertising revenue 20.00 20.00 Total 5 ꞏ Earned Income (Revenue)2,197.06 4,832.00 49,997.35 50,005.00 52,194.41 54,837.00 Total Income 2,197.06 4,832.00 49,997.35 50,005.00 52,194.41 54,837.00 Gross Profit 2,197.06 4,832.00 49,997.35 50,005.00 52,194.41 54,837.00 Expense 7 ꞏ Program Services 7000 ꞏ Grant & program expense 2,400.00 2,400.00 7200 ꞏ Salaries & related expenses 11,174.23 44,855.00 11,174.23 44,855.00 7500 ꞏ Outside services 1,506.44 900.00 1,506.44 900.00 Total 7 ꞏ Program Services 2,400.00 12,680.67 45,755.00 12,680.67 48,155.00 8 ꞏ Adminstrative Expense 8100 ꞏ Nonpersonnel expenses 160.01 1,529.00 1,329.08 2,150.00 1,489.09 3,679.00 8200 ꞏ Facility & equipment expenses 25.00 25.00 8300 ꞏ Travel & meetings expenses 100.00 100.00 8500 ꞏ Other expenses 119.79 853.00 1,989.21 2,000.00 2,109.00 2,853.00 8600 ꞏ Business expenses 10.00 50.00 10.00 50.00 Total 8 ꞏ Adminstrative Expense 314.80 2,432.00 3,318.29 4,250.00 3,633.09 6,682.00 Total Expense 314.80 4,832.00 15,998.96 50,005.00 16,313.76 54,837.00 Net Ordinary Income 1,882.26 33,998.39 35,880.65 Net Income 1,882.26 33,998.39 35,880.65 4:37 PM North Hood Canal Chamber of Commerce 10/28/21 Income & Expense (YTD Actual vs. Annual Budget) Accrual Basis January through September 2021 Page 1 Unaudited Management Report PO Box 774 | Quilcene, WA 98376-0774 360.765.4999 Visitor Center | www.emeraldtowns.com Board of Directors and Elected Officers 28 Oct 2021 Director Officer 1 Vacant Phone Address email Term Expires 2 Debbie Williams Vice President Phone 360.796.4809 Address PO Box 475 Brinnon WA 98320 email gearheaddeli@yahoo.com Term Expires 2022 3 Frank Redmon Director Phone 360.765.3363 Address PO Box 40 Quilcene WA 98376 email fredmon@qsd48.org Term Expires 2022 4 Brian Cullin Director Phone 360.765.0841 Address 495 Cascara Drive Quilcene, WA 98376 email bpcullin@icloud.com Term Expires 2024 5 Greg Brotherton Phone 360.379.6898 Director Address PO Box 580 Quilcene, WA 98376 email gregory.brotherton@gmail.com Term Expires 2024