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HomeMy WebLinkAbout2023 Quilcene Fair and ParadeKLCEIVED OCT 17 2022 2023 Proposal Checklist for Tourism Organization Name: Quilcene Fair & Parade Association Event Name, if different: Quilcene Fair, Parade & Car Show Proposed Contract Amount: ;000 JFF TRSON WUNTy Co""'SS 10NFRS Promotion Activities 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 2023 promotion, facility, event or activity budget. +l/ Section 3 — 2022 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 15, 2022. Courthouse is closed Saturday Documents submitted to the County are public records, potentially eligible for release. 2023 Proposal Checklist for Tourism Promotion Activities Proposal Deadline: October 15, 2022 at 4:30 pm (received, not postmarked) Courthouse is closed Saturday 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 Email Address: afmcknight0co.jefferson.wa.us 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: Shonna Wilkerson, Treasurer �.. - -• :..'Kelm WWMAte.: . Day Phone Evening or Cell Phone E-Mail Address: quilcenefaira-amail.com Facility/Event (if applicable): Quilcene Fair. Parade & Car Show 2023 - Sept. 16, 2023 Total Lodging Tax Request: : 32,000 Estimated 2023 ora. ooeratina budaet (Incl. Lodaina Tax funds) $39.800 If asking for funds for a specific event, list other cash funding sources and dollar amounts budgeted for this project. Note: This section is only due for specific event and festival funding requests. Total Project Revenue Budget Dollar Amount Vendor Fees $ 1200 Car Show Fees & Raffle $ 1000 Raffle $ 1000 Kids Games $ 600 Sponsorships $ 4000 Total Project Revenue Budget $7,800 Did your organization receive Lodging Tax Funds from the County in 2022? X yes no 1 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. 1 understand that the proposal herein is a public record potentially eligible for public release. �/zo iuzct 1/I�clke�t.s o ix. Sign Name: Date: 10/13/2022 Print Name and Title: Shonna Wilkerson, Treasurer Quilcene Fair & Parade Association 1. Itemized List of Proposed Tourism Prom otionServices Organization (or Event) Name: Quilcene Fair & Parade Association 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). Tourism Promotion from Jan 2023 - Sept 2023 = $11,000 • Print Advertising = $5,000 o Kitsap, Mason, Clallam & Jefferson County Publications o Regional/National Car Publications, Ads & Calendar listing • Social Media Advertising = $2,000 o Facebook, Statewide plus suggested targets • Physical & Direct Advertising = $4,000 o Banners / Posters / Signs in Jefferson, Kitsap, Mason & Clallam Counties o Postcards and Letters to ■ Sponsors ■ Raffle Sponsors ■ Target Audience for Car Show, Parade & Vendors Entertainment for Day of Event = $3,000 • Bands / Live Music • Performers for Kids & Car Show • Demonstrations Physical Items for Day of Event = $4,000 • Restroom & Handwashing Station Rental o Good Man Sanitation= $2,000 • Purchase Additional Tent Canopies & Garbage Cans = $1,000 • Purchase Parade Organization (numbers & signs, print maps) = $500 • Supplies (zip ties, trash bags, pens, tags/signs, etc) = $500 Website Maintenance & Video Production = $2,000 • Both continuing partnership with The Production Alliance Kids Games for Day of Event = $4,500 • Tent Rental o The Production Alliance = $1,500 • Prizes & New Games = $2,000 • Strait Up Foam Party (from Port Angeles) = $1,000 Participants & Support for Day of Event = $6,000 • Vendors, Car Show & Volunteer Day of Items = $3000 o Gift bags, T-shirts, Food, Drinks, Incentives and Support Staff • Garden Club & Local Exhibits = $1000 o Improved Signs and Prizes, Craft & Kids Giveaway o Local print advertising inserts & posters for school and clubs • Add Prizes & more Trophies for the Car Show = $1750 Raffle decor and signs & promotion = $250 Administrative Expenses to Support Event = $1,500 • Insurance for Day of Event = $700 • Monthly Rental to Quilcene Community Center for Meetings = $350 PO Box Annual Cost = $200 Business Cards & Stationery = $250 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 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 39th annual Quilcene Fair, Parade and Car Show will be held September 16th, 2023 from 10-3 with the parade starting at 11 am. All events, other than the parade held right on Hwy 101, are outside on the Quilcene School District grounds 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. Popular entries are log trucks, classic cars and floats from parades in neighboring counties. In addition to the parade, there is a vendor and food fair, car show, live music, garden and flower contests, local crafts, exhibits and contests and kids games. We are proud to donate the funds we raise through entry and vendor fees, raffles and sponsorships contributed by our community, 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 Brinnon and the people who live here and make it so special. Not only does our event draw new visitors, but it's also a great day of homecoming and fellowship for the whole community and South Jefferson County. With our 2021 LTAC funds, we were proud to partner with The Production Alliance to build a brand new website that has allowed us to promote our event all year long! This website has been an invaluable tool to communicate information about our event and offered an exciting enhancement in a year where the actual event was smaller due to COVID. With the event coming back in full force in 2022, our focus with our LTAC funds was strengthening our partnership in the "Quilcene Festival Weekend" and returning to interactive activities for kids and the whole family. It was exciting to use our 2022 LTAC for 2 tents full of kids games and prizes, including laser tag that can be reused for many years! 2022 LTAC funds also allowed us to have 2 live bands and colorful new road banners, that again, can be reused for many years. 2. If this is a continuing promotion, facility or event, how is it different than in the past? Yes, this is an annual event on the 3rd Saturday of September in Quilcene. Much like 2022, 2023 will be a year of returning to a pre-COVID focus of kids activities and community involvement in the parade, car show, vendors and as volunteers. In 2022, we used social media more than ever (specifically Facebook) to engage with mostly our local Quilcene & Brinnon communities and the response and support was overwhelmingly positive. We hope to use Facebook in 2023 to engage our target tourism audience outside of Jefferson County. Not only was our 2022 event crowded as reported on the front page of The Leader the following Wednesday (Sept. 21, 2022), but we are hopeful that all the positive feedback can be harnessed into more support and participation all around which will enable us to keep putting on a bigger and better event. Our board has an energized new President for 2023, our Car Show founder Bill Stephens, and a new Vice President, Kristin Deverin, who has done our sponsorships and raffles for many years. Along with a seasoned Secretary and a Treasurer returning for the 3rd year, we believe we are figuring out the right formula to make this a great event that will draw tourists and also be a great example of Quilcene & Brinnon communities working together. Additionally, with this being the 3rd year requesting LTAC funds, we have developed a better understanding of our overall budget, expenses and opportunities. 3. Describe how you intend to market/promote promotion, facility, event or activity to potential tourists who reside outside Jefferson County. a) If an event, the date of the event: Sept. 16. 2023 b) The timeline for the tourism promotion activity you are proposing (e.g. May through July, 2023) Jan 2023 - Sept 2023 c) Target Audience: Long weekend tourists from neighboring counties, adventurer, athletic and car show tourists from out of state, parade participants from local and neighboring counties. Our target audience is not only interested in our event but in traveling to our area for the "Quilcene Festival Weekend." d) Promotion methods you intend to use to reach the target audience: Print Advertising in Jefferson, C/a/lam, Kitsap and Mason Counties and national car magazines, Facebook Ads to those same areas, physical signs/banners/posters and direct mailings. Also our website and personal visits to other similar events in neighboring counties and local businesses. e) Describe how you will promote overnight stays at Jefferson County lodging establishments. Advertising (including Facebook) in neighboring counties and other states and with the combined exposure of the "Quilcene Festival Weekend." 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 Quilcene Fair & Parade is part of the Quilcene Festival Weekend along with The Quilcene Historical Museum's Oyster Races the following day and the Jefferson County Farm Tour over that same weekend. Similar to 2022, our weekend will appear as an article and ad in the print and online regional publication "Tracing the Fjord" 2023 editions, and also on posters, ferry displays and other combined advertising lead by the promotions team for the Oyster Races. Information will also be cross -posted on all our websites and Facebook pages. Additionally, we are again proud to partner with The Quilcene-Brinnon Garden Club, who celebrated their 75th anniversary at our event last year, for our garden and flower contests as as well as kids activities, information and takeaways. We were very thankful for the Quilcene & Port Angeles Lions Clubs support by being food vendors in 2022 and because of mutual success, we expect that relationship will also continue in 2023. We also receive participation in the parade and as free information vendors from many local and government organizations like Jefferson County Library, Jefferson County Public Utility, Jefferson County Sheriff, Quilcene Fire Rescue and Naval Magazine Indian Island. 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.) As in the past, we will continue to perform written and in person surveys of the local businesses in the physical area of the event and our vendors and groups who participated in the event. We also attempt to find out lodging and campground attendance for the weekend. 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 (2022): 1000 b.) Estimated number of tourists who will attend your event/facility this year (2023): 1500 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). It is projected that our event will increase brick and mortar local business and restaurant sales and general tourist traffic to our area, as well as overnight stays and return visits by tourists. Retail and food sales for our vendors at the Fair will also be positively economically impacted. Additionally, the local charities that we donate the proceeds of our fundraising to are all located in Jefferson County. The Quilcene Fair & Parade donated $2000 after our 2021 event and will donate $3300 from our 2022 event. With LTAC support, we are excited to project a donation of over $7000 in 20231 6. Describe your organization's area of expertise. Do you provide a unique service? We provide a unique hometown event that is often lost in larger towns and cities around Washington State and our country. Our small town parade & fair allows for tourists to come and experience small town pride, wholesome family fun and local businesses, as well the natural beauty of Quilcene and the Olympic National Forest. The Quilcene Festival Weekend is a unique opportunity to highlight South Jefferson County resources, people and businesses. 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: SEE A, B & C included A) Proposed 2023 promotion, facility, event or activity budget including income and expenses. B) 2022 Budget and Actual income and expense year to date statement(s). C) 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. A. 2023 LTAC Opportunity Information 1. Jefferson County's Proposal Process - The Jefferson County LTAC solicits service proposals each year. The proposal form is attached, posted on the County's website, www.co.-Oefferson.wa.us-and may also be requested by calling the Jefferson County Commissioner's Office at the Courthouse, (360) 385-9102. This year, the Committee will review proposals on October 28, 2022 from 1 p.m. to 3 p.m. Applicants are asked to attend the October 28, 2022 meeting beginning at 1 p.m. The County will provide meeting information for all complete applications. At that meeting, each proposing agency will answer questions from the Committee regarding their proposal. The Lodging Tax Advisory Committee will make a recommendation to the Board of County Commissioners regarding which proposals to fund, and at what funding levels within available revenues. The review of the LTAC recommendations and final decision about how to use the lodging tax monies is made by the County Commissioners. Each agency will be notified of the status of their proposal. Contracts are prepared by the County and sent to agencies. 2. Available Funding for 2023 Organizations submitting proposals should be aware that a total of approximately $800,000 in lodging tax awards will be available for allocation to eligible tourism promotion activities through this RFR This amount also includes $4,000 in staff administrative costs to manage the grants and to process invoices. County Ordinance 02-0622-98 provides for distribution of Lodging Tax as follows: - The lodging tax funds are to be used for targeted and/or regional promotion, the operation and maintenance of organizations operating tourist related facilities and their costs for local promotional activities. - Not more than 25% for the development of tourism related facilities. 3. Definitions - By state law, lodging tax funds may only be used for tourism promotion and the acquisition and/or operation, including maintenance, of tourism -related facilities. The following definitions are copied verbatim from RCW 67.28.080. Note: State law changed in 2007 to include "operation" of tourism events in the definition of "tourism promotion." "Tourism" means economic activity resulting from tourists, which may include sales of overnight lodging, meals, tours, gifts, or souvenirs. "Tourist" means a person who travels from a place of residence to a different town, city, county, state, or country, for purposes of business, pleasure, recreation, education, arts, heritage, or culture. "Tourism promotion" means activities, operations, and expenditures designed to increase tourism, including but not limited to advertising, publicizing, or otherwise distributing information for the purpose of attracting and welcoming tourists; developing strategies to expand tourism; operating tourism promotion agencies; and funding the marketing of special events and festivals designed to attract tourists. "Tourism -related facility" means real or tangible personal property with a usable life of three or more years, or constructed with volunteer labor that is: (a)(i) Owned by a public entity; (ii) owned by a nonprofit organization described under section 501(c)(3) of the federal internal revenue code of 1986, as amended; or (iii) owned by a nonprofit organization described under section 501(c)(6) of the federal internal revenue code of 1986, as amended, a business organization, destination marketing organization, main street organization, lodging association, or chamber of commerce and (b) used to support tourism, performing arts, or to accommodate tourist activities. 4. Proposal Evaluation Criteria — Jefferson County Policy Statement for Use of the Lodging Tax. Jefferson County's Lodging Tax Fund will be the primary source of county funding for activities, operations, and expenditures designed to increase tourism. The County does not make any multi year commitments with Lodging Tax funds. However, service providers are not limited or prohibited from making repeat annual requests of the same nature. The County intends to maintain a reserve in the Fund, and will assess on an annual basis how much of the Fund to appropriate in a given year. The Jefferson County Commissioners have created a Lodging Tax Advisory Committee to conduct an annual process to solicit and recommend Lodging Tax funded services for the County Commissioners consideration. Jefferson County will only consider proposals for use of the Lodging Tax from public and non-profit agencies. The Fund will ONLY be used for the following purposes: 1. The promotion of emerging or on -going tourism events, facilities, and activities by government or non-profit agencies so as to attract and draw tourists to unincorporated Jefferson County from outside Jefferson County. 2. Operation of a tourism promotion agency (such as a visitor and convention bureau); 3. The marketing of special events and festivals designed to attract tourists to unincorporated Jefferson County from outside Jefferson County. 4. Capital and/or operating costs for tourism facilities owned by a public entity or a non-profit organization as defined in State law RCW 67.28.080.1(7) — Tourism Related Facility. 5. Administrative costs to support tourism events, facilities and activities. Other Criteria. HIGH PRIORITY will be given to tourism activities that ■ Promote Jefferson County and/or events, activities, and places in the County to potential tourists from outside Jefferson County. ■ Have demonstrated potential or high potential from the Committee's perspective to result in overnight stays by tourists in lodging establishments within the unincorporated areas Jefferson County. ■ Have demonstrated potential or high potential from the Committee's perspective to result in documented economic benefit to Jefferson County. ■ Have a demonstrated history of success in Jefferson County, or are proposed by a group with a demonstrated history or high potential of success with similar activities. ■ Minimize duplication of services where appropriate and encourage cooperative marketing and/or includes an element of cooperation or partnership. ■ Provide, maintain, operate, or enhance County -owned tourism facilities or infrastructure. LODGING TAX ADVISORY COMMITTEE REVIEW CONSIDERATIONS In developing its recommendations, the Committee considers: ■ The estimated amount of lodging tax receipts for the coming year provided by the County Administrator's Office. ■ Operational adaptations or pivots that ensure future organizational success of tourism related activities and promotion, in response to the COVID-19 pandemic. ■ Thoroughness and completeness of the proposal. ■ The relationship of proposed services to the areas of high priority identified by the Committee. ■ Percent of the proposal request to the event/facility promotions budget and overall revenues. ■ Percent of increase over prior year Jefferson County Lodging Tax funded proposal if any. ■ Projected economic impact within the unincorporated Jefferson County, in particular projected overnight stays to be generated in lodging establishments in the unincorporated areas of Jefferson County. ■ Requirements in State law for use of the tax, and the definitions in State RCW 67.28.080 for "tourism," "tourist," "tourism promotion," and "tourism -related facility." ■ The applicant's history of promotion success, reporting history and financial stability. ■ Committee member general knowledge of the community and tourism -related activities. NOT CONSIDERED are requests for ■ Services to be provided beyond calendar year 2023. ■ Proposals from for -profit businesses (however, a government or nonprofit agency contracting with the County may itself contract with for -profit businesses as third -party vendors). ■ Promotional activities that reach a target audience solely located within Jefferson County. NOTE: 1. On February 2, 2006, the State of Washington Attorney General's Office issued Opinion #AGO 2006 #4, which clarifies that a municipality may NOT provide advance payment to private organizations for tourism promotion. Payment must occur after the services have been performed and documentation in keeping with the contract is submitted to the County. 2. The County may not pay for donated or volunteer services or pay more than the actual cost incurred by the contracting agency to provide the service. 5. Background Information — Jefferson County's Lodging Tax. The Lodging Tax is an excise (sales) tax authorized by State law in RCW 67.28, Public Stadium, Convention, Arts and Tourism Facilities. In 1998, the State Legislature amended Chapter 67.28 of the Revised Code of Washington (RCW) to allow local governments to assess an additional 2% tax on lodging for tourism promotion and/or tourism -related facilities (sometimes referred to as "the new 2%"). In April 1999, the County Commission, by Ordinance, increased the County's Lodging Tax from a 2% to a 4% tax as allowed by RCW 67.28. Jefferson County's Lodging Tax Advisory Committee. Per RCW 67.28.1817, the State requires that local governments collecting the Lodging Tax establish a Lodging Tax Advisory Committee consisting of at least five (5) members: The Chair — a member of the County Commission or their designee 2 members — representing the lodging industry 2 members — representing activities authorized to be funded by said tax The Committee's role is advisory in nature, with the Committee's purpose being to advise the County Commissioners. The Committee must select the candidates from amongst the applicants applying for use of revenues and provide a list of such candidates and recommended amounts of funding to the County Commissioners for final determination. In 1998, the Jefferson County Commissioners created such a Committee, and asked the Committee to establish an annual process to solicit and review proposals for tourism services eligible for lodging tax funding. Committee members are appointed by the County Commissioners as part of the County's regular advisory committee appointment process. For additional information, contact County Administrator Jefferson County Courthouse 1820 Jefferson Street PO Box 1220 Port Townsend, WA 98368 Ph: 360-385-9100; Fax: 360-385-9382 e-mail: mmccauley(o-)-co.iefferson.wa.us e,92 2023 Quilcene Fair & Parade Estimated Overall Budget Revenue - LTAC 32,000.00 Revenue - Sponsors 4,000.00 Revenue - Vendor Fees 1,200.00 Revenue - Raffle 1,000.00 Revenue - Car Show 1,000.00 Revenue - Kids Games 600.00 TOTAL REVENUE 39,800.00 Expense - Facebook Advertising 2,000.00 Expense - Print Advertising 5,000.00 Expense - Physical & Direct Advertising 4,000.00 Expense - Entertainment 3,000.00 Expense - Restrooms & Handwashing 2,000.00 Expense - Kids Tents 1,500.00 Expense - Website & Video with TPA 2,000.00 Expense - Kids Games & Prizes (included Strait Up) 3,000.00 Expense - Canopies & Trash Cans Purchase 1,000.00 Expense - Parade Organization 500.00 Expense - Day of Supplies 500.00 Expense - Patricipants & Volunteer Support 3,000.00 Expense - Prizes, Awards, Trophies, Raffle 3,000.00 Expense -Administrative: Insuance 700.00 Expense -Administrative: PO Box 200.00 Expense -Administrative: Meeting Rental 350.00 Expense -Administrative: Biz Cards & Stationery, postage 250.00 Total Expense: 32,000.00 Available to Donate After Event: 7,800.00 2022 Quilcene Fair & Parade, Income & Expense (P&L) as of 10/11/2022 Revenue - LTAC Revenue - Sponsors Revenue - Vendor Fees Revenue - Raffle Revenue - Car Show Revenue - Kids Games Revenue - Interest on Bank Accounts TOTAL REVENUE: Expense -Advertising/Publications/Banners & Printing Expense - Sandwich Boards Printing Expense - TPA (Tents/Website/Video) Expense - Restroom & Handwashing Expense -Administrative Expense - Car Show Expense - Entertainment Expense - Kids Games Expense - Raffle Expense - Community Donations (Q4) EXPENSE - RETURN TO LTAC (Q4) TOTAL EXPENSE: 17,950.00 3,700.00 1,105.00 856.00 676.00 529.00 0.62 24,816.62 5,150.59 1,126.00 3,000.00 884.93 3,072.19 427.82 1,350.00 3,352.33 147.46 18,511.32 Quilcene Fair & Parade Association Board Members as of Oct. 11th 2022 Position Person Address President Bill Stephens 243 Wildwood Road Quilcene, WA 98376 Vice President Kristin Deverin 603 Taison Lane Quilcene, WA 98376 Secretary Linda Lindquist PO Box 531 Quilcene, WA 98376 Treasurer Shonna Wilkerson PO Box 385 Quilcene, WA 98376