The URL can be used to link to this page

Home My WebLink About2023 Wooden Boat FoundationRECEIVED 0 C T 14 2022 1EFFERSON COUNTY COMMISSIONERS 2023 Proposal Checklist for Tourism Promotion Activities F- 1G, r � Organization Name Wooden Boat Foundation Event Name, if different Wooden Boat Festival Proposed Contract Amount: $ 51,803 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: x Signed and Dated Proposal Summary Sheet x Section 1 - Itemized list of proposed services and estimated costs. x Section 2 - Proposal Questions. x Section 3 - Proposed 2023 promotion, facility, event or activity budget. x Section 3 — 2022 budget and year-to-date income and expense statement(s). x Section 3 - List of names and addresses of the organization's current Board of Directors. Name and contact information for event chairperson, if applicable. x 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. ti 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: afrncknight�co.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 Organization Address Contact Name Contact Address Day Phone E-Mail Address Facility/Event (if applicable) Wooden Boat Foundation 431 Water Street, Port Townsend, WA 98368 Elise Wright 431 Water Street, Port Townsend, WA 98368 360-385-3628 x112 Evening or Cell Phone 206-713-4468 elise@nwmaritime.org Wooden Boat Festival Total Lodging Tax Request: $. 51,803 Estimated 2023 org. operating budget (Incl. Lodging Tax funds) $: $441,378 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 Ticket sales & workshops _ $212,229 concessions $52,000 RV Spaces $13,000 Publishing $25.000 sponsorship & Donations $8.000 Grants $ 30,000 $361'000 ura your organization receive Lodging Tax Funds from the County in 2022? yes x 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. I understand that the proposal Perein is aAublic record potentially eligible for public release. Sign Name: Print Name and Title: Date: 10 ' is •.4QZL I Operations & Promotion of Wooden Boat Festival Total Grant Request $ SECTION ONE Itemized list of 2023 Proposed Event Expense Budget Item Cost Printing & Distribution of 32,000 Promotional Programs along 1-5 corridor from Victoria, B.C. to Portland, OR from August to mid -September $20,000 Staff time to write, edit, and proof copy for Promotional Programs & Materials $15,000 Full -page color promotional ad in 48 North magazine, July & August $1,500 PT Leader - half page res for post -event TY ad $590.00 PT Leader - full page res $1,129.50 Summer PDN Visitor's Guide - full page $1,600.00 WoodenBoat magazine full page $1,500.00 Getaway Guide (Leader) - half page $1,200.00 Social Media Advertising $2,000.00 Google Ads/Digital Advertising $1,200.00 High School Year Book $350.00 48N Full Page - August $763.00 Keep Posted - poster service in stores and restaurants around Seattle and Eastside $800 KUOW public radio underwriting - 14 spots per week, 2 during drive time $4,170 Total $51,803 Total requested from Jefferson County LTAC $51,803 Promotional Programs are distributed via the boating magazine 48North, a weekend issue of the Peninsula Daily News, placement in stores across the Puget Sound including Sequim and Port Townsend, as well as sites across the greater Seattle area. 48 North has monthly distribution between 16,500 and 21,500 copies in over 200 locations from Alaska to California, and Hawai'i to Montana, with greatest distribution numbers in Seattle, WA; Portland, OR; and Vancouver, B.C. SECTION 2 Proposal Questions Question #1 Description of the Event & How it Increases Tourists Traveling to and Staying in Jefferson County The Wooden Boat Foundation respectfully requests support from Jefferson County lodging tax funds to support 2023 marketing and promotions in support of Wooden Boat Festival, scheduled for September 8-10, 2023. The first Wooden Boat Festival was held in 1977 as "the first American gathering dedicated to hands-on learning." "Festival," as it is lovingly called, has grown to become the largest festival of its kind in North America, and the second largest in the world. It is a culture unto itself —woven into the history and experience of our County, and is the largest single event on the Olympic Peninsula. Annually, WBF engages and showcases: • Over 30,000 attendees • Over 500 volunteers • 100 presenters • 50 exhibitors • 300 wooden boats These impressive statistics are the result of hundreds of hours of work from Wooden Boat Foundation staff and our huge team of volunteers each year, many of whom have been involved with WBF for decades and return year after year. It is only with this concerted team effort that a Festival of this size is able to happen each year in our small community. Additionally, over 49% of attendees at this year's Festival came from outside of Jefferson County. This past September saw the first in -person Wooden Boat Festival after 2 years of cancellation due to COVID-19, and it is clear from the numbers that the excitement and love for this event remains as strong as ever. Jefferson County has been, and continues to be shaped and influenced by a port economy and, as such, there is a heavy influx of seasonal workers and visitors based around the seasonal capacity of the maritime trades industry and tourism. We make concerted efforts to reach out to these seasonal workers and visitors, as well as new residents. During the week of Festival we host a newcomers' gathering to introduce new community members to the area and Festival, and all new homeowners receive free admission their first year here. ti Question #2 History and Improvements As mentioned earlier, this past September marked the return of in -person Festival for the first time in two years. However, we at the Wooden Boat Foundation are resilient and adaptive. In 2020, we pulled together a wonderful (though costly) Virtual Festival in an effort to maintain connection to our local community and global audiences and we consider this year's wonderful turnout and enthusiasm a testament to those efforts. In 2021, we had to cancel Festival's return with only a few weeks' notice due to the resurgence of the Delta variant. Wooden Boat Festival has worked hard since its inception to be in alignment with our broader commitment to the environment. As the Festival has grown there is considerable waste generated by attendees, boaters, vendors, exhibitors, and visitors. Over the past 5 years, we have worked hard to eliminate single -use plastic from the Wooden Boat Festival: we've done away with single use plastic bottles, cups, straws, and utensils, and we've established a robust multi -stream recycling program. This year we took the next step by implementing Phase One of the Festival Composting Program. We changed our beverage service operations and suppliers, and were able to compost all the cups and glasses used at the 3 bars: Approx 10,000 cups and 600 Ibs of waste diverted from the landfill and delivered directly to a licensed facility for composting. In 2023 we will expand the Composting Program to include all our food waste, service items, and more in close collaboration with our food vendors. We also encourage participants to ride their bikes, carpool, use public transit, or come by kayak, canoe, SUP, or sail! Numerous recycling & composting bins are found across the Festival site. In 2022 Jefferson Transit carried 1,500 more people than the last festival! Students for Sustainability from the Port Townsend High School, Olympic Organics, Laura Tucker from Jefferson Landfill, and our dedicated Festival Grounds Team have all helped us develop a program that's viable and scalable. There is still much work to be done but we are committed to the ongoing effort to make our beloved Festival as green and ocean -friendly as possible. 0 Question #3 Marketing and Promotion Wooden Boat Festival will be held September 8-10, 2023 and we anticipate spending over $50,000 on marketing and promotion to connect with attendees - the lifeblood of a successful Wooden Boat Festival. The target audiences for these efforts are: • Olympic Peninsula, inclusive of Jefferson and Clallam counties • Kitsap County • The 1-5 corridor from Vancouver, B.C. to Portland, OR • Coastal communities within the United States, such as Oregon and California • Coastal communities worldwide, such as those in Australia, New Zealand, Norway, Sweden, and Croatia However, Wooden Boat Festival is not just for those from coastal and maritime communities and backgrounds. Festival is meant for any and all who hold a curiosity about the sea and the vessels that ply its waters. Advertising and promotion is a year-round endeavor, reaching peak season and drive in the summer months leading up to Festival. Promotion methods and partnerships include: • Port Townsend Leader • Pre -Festival Ad & Post -Festival Thank You • Port Townsend Leader Getaway Guide 2022 • Summer Peninsula Daily News Visitor's Guide • WoodenBoat Magazine • Google Ads • Port Townsend High School Year Book • 48 North • KUOW Our social media campaigns in 2022 reached over 330,000 people, and Woodenboat.org saw over 118,000 views with over 51,000 unique users. We anticipate exceeding these numbers in 2023. Question #4 Measurement of Event Effectiveness We maintain detailed records of ticket sales (and zip codes), attendees who participate in on -the -water experiences, and vendor sales. We are still compiling and analyzing data from Festival 2022, which will help drive and shape our marketing and promotion efforts for next year. We have heard so far that this year: • Vendors (both food and hard goods) reported high sales • Authors and presenters reported selling high numbers of books • Attendance overall matched 2019 numbers All boat rides and on -the -water experiences were filled to capacity, with an estimated 600 attendees engaged in these events We will be able to provide the County the zip codes from ticket sales for 2023 Festival, which will indicate the percentage of attendees from outside of Jefferson County. While we are unable to directly track the number of attendees who stay in local lodging, Festival weekend sees a sell out of lodging in both Port Townsend as well as surrounding Jefferson County. Festival weekend is the highest number of hotel bookings in our area and is the weekend when lodging facilities charge their highest rates. Wooden Boat Foundation will measure the effectiveness of Festival promotions by: • Striving to meet or exceed goals for ticket sales • Debriefing with staff across departments to share feedback from participants and other business impacted by Festival weekend • Inviting all vendors to debrief with us so we can learn what worked well and what can be improved in the future. We strive to ensure that Wooden Boat Festival is just as effective for our partners as it is for us • Reviewing visitor feedback, including how they heard about Festival Additionally, we use Wooden Boat Festival as a showcase for other local entities in Port Townsend such as the Northwest School for Wooden BoatBuilding and the Port Townsend Marine Trades Association. We see Festival as a valuable opportunity to bring greater awareness of and interest in the thriving maritime sector that is at the historical and contemporary heart of our town. We are staunch believers in the maxim of "a rising tide lifts all boats" and we are dedicated to seeing Port Townsend's myriad maritime educational and vocational opportunities thrive. Question #5 Economic Impact of Event in Jefferson County We are deeply proud of and confident in Wooden Boat Festival's ability to bring a huge influx of out of County visitors to Port Townsend each September. As mentioned earlier, this is the largest single event not just in Port Townsend but in all of the Olympic Peninsula. Festival runs Friday through Sunday each September, but the build up to that weekend has a significant impact throughout the town as guests and visitors make their way here from all around the world. Hotels are booked and the bars and restaurants downtown are filled to capacity starting Thursday and carrying through the long weekend. In a town that is heavily based on tourism and the service industry, we know that Festival weekend is a huge boon to the annual prosperity of many businesses throughout Port Townsend, and Jefferson County at large. a) An estimated 13,260 attendees from outside of Jefferson County in 2022 b) An estimated 14,700 attendees from outside Jefferson County for 2023 Question #6 Organizational Expertise Wooden Boat Festival is an experience unlike any other here in Port Townsend. Starting the Thursday before Festival weekend, the streets around Northwest Maritime Center's 1.2 acre campus, and surrounding Point Hudson are shut down as a steady influx of vendors and exhibitors begin set up. Point Hudson marina is emptied in anticipation of the more than 300 wooden boats, and the logistical maneuvering that takes place to get all these wooden boats into the marina is a spectacle in and of itself. The set-up alone draws huge crowds of excited locals and curious visitors alike. As Festival officially kicks off, the entirety of downtown Port Townsend's northwest corner is abuzz with storytelling; demonstrations from world -class artisans, and trades- and craftspeople; longboat, sailboat, paddleboat and paddle board experiences; and tours of wooden boats from around the globe including the perennial favorite, Lady Washington. There is live music Thursday, Friday and Saturday evenings, drawing huge crowds of revelers. Wooden Boat Festival has accrued a die-hard following and is the highlight of the year for many locals and visitors alike. Indeed, we have heard countless stories of people who came for a Festival and decided to make Port Townsend their home. It is an event entrenched in, shaped by, and in celebration of artistry, craftsmanship, and a deep love for the powerfully connected experiences that only boats can provide. TOTALS $32,883.00 $27,426.00 $15,000.00 $2,000.00 JANUARY $1,358.00 $3,000.00 $1,250.00 $0.00 Baseline Comms Management + Meetings $242.50 Baseline Web Updates $194.00 Baseline Press Relations + Press Releases $97.00 Baseline unknown external requests $97.00 Social Media Contractor $0.00 $1,250.00 Ad purchasing $145.50 $3,000.00 Ad Design $97.00 Poster development (artwork done, poster in progress) $485.00 FEBRUARY $2,182.50 $0.00 $1,250.00 $0.00 Baseline Comms Management + Meetings $242.50 Baseline Web Updates $194.00 Baseline Press Relations + Press Releases $97.00 Baseline unknown external requests $97.00 Social Media Contractor $0.00 $1,250.00 Ad purchasing $145.50 Ad Design $194.00 Marketing Email $242.50 Application Prep (meetings, forms, web updates) $485.00 Poster finalized $485.00 MARCH $1,697.60 $3,000.00 $1,250.00 $0.00 Baseline Comms Management + Meetings $242.50 Baseline Web Updates $194.00 Baseline Press Relations + Press Releases $97.00 Baseline unknown external requests $97.00 Social Media Contractor $0.00 $1,250.00 Ad purchasing $145.50 $3,000.00 Ad Design $194.00 Marketing Email $242.50 Applications open (web, social) $242.50 $77,308.00 Poster file & proofing $242.50 APRIL $2,134.00 $150.00 $1,250.00 Baseline Comms Management + Meetings $242.50 Baseline Web Updates $194.00 Baseline Press Relations + Press Releases $97.00 Baseline unknown external requests $97.00 Social Media Contractor $0.00 $1,250.00 Ad purchasing $145.50 Ad Design $145.50 Marketing Email $242.50 Program editorial meeting, prep, proj management $485.00 Marketing email x1 $242.50 Big WBF vinyl wall banner for NWMC campus $242.50 $150.00 MAY $2,425.00 $3,075.00 $1,250.00 Baseline Comms Management + Meetings $339.50 Baseline Web Updates $194.00 Baseline Press Relations + Press Releases $97.00 Baseline unknown external requests $97.00 Social Media Contractor $0.00 $1,250.00 Ad purchasing $97.00 $3,000.00 Ad Design $145.50 Participant emails $339.50 Program project management, content, editing $727.50 Marketing email x1 (includes merch on sale) $242.50 Marketing poster design (activities version) $145.50 $75.00 JUNE $4,122.50 $0.00 $1,250.00 Baseline Comms Management + Meetings $339.50 Baseline Web Updates $194.00 Baseline Press Relations + Press Releases $97.00 Baseline unknown external requests $97.00 Social Media Contractor $0.00 $1,250.00 Ad Design $145.50 Marketing Email $242.50 Program project management, content editing, design $1,940.00 $0.00 $0.00 $0.00 Boats to web $582.00 Marketing email x2 $485.00 JULY $6,062.50 $15,600.00 $1,250.00 Baseline Comms Management + Meetings $485.00 Web Updates $388.00 Baseline Press Relations + Press Releases $97.00 Baseline unknown external requests $97.00 Social Media Contractor $0.00 $1,250.00 Social Media Ads $242.50 $400.00 Ad Design $97.00 Boats to web $582.00 Program project management, design, to print $1,940.00 $15,000.00 Weekly marketing emails x4 $1,115.50 Media Team coordinating $145.50 Signage/banners (prep, design if needed) $194.00 Poster distribution coordination $145.50 Marketing posters (poster version) $145.50 $200.00 Tickets on sale (web, meeting, copy editing) $291.00 Pre -festival volunteer prep $97.00 AUGUST $5,771.50 $2,500.00 $1,250.00 Baseline Comms Management + Meetings $727.50 Baseline Web Updates $194.00 Baseline Press Relations + Press Releases $970.00 Baseline unknown external requests $97.00 Social Media Contractor $0.00 $1,250.00 Social Media Ads $242.50 $500.00 Weekly marketing emails x5 $1,212.50 Banners, Signage, lanyards, placards (design, printing) $1,455.00 $2,000.00 Media team coordinating $485.00 Sign volunteer management/prep $242.50 Ad design (PT Leader) $145.50 SEPTEMBER $4,898.50 $100.00 $1,250.00 Baseline Comms Management + Meetings $339.50 Baseline Web Updates $194.00 $0.00 $0.00 $2,000.00 a Baseline Press Relations + Press Releases $727.50 Baseline unknown external requests $97.00 Social Media Contractor $0.00 $1,250.00 Social Media Ads $0.00 $100.00 Weekly marketing emails x1 $242.50 Final signage, lanyards $970.00 Photography $727.50 Media team coordinating + photo organization $485.00 Post event web updates $242.50 Sign volunteer management/prep $388.00 Thank you emails (participants, sponsors) $291.00 WBF promo video coordination $194.00 $2,000.00 OCTOBER $776.00 $0.00 $1,250.00 $0.00 Baseline Comms Management + Meetings $194.00 Baseline Web Updates $145.50 Baseline Press Relations + Press Releases $97.00 Baseline unknown external requests $97.00 Social Media Contractor $0.00 $1,250.00 Select new poster artist (meetings, outreach) $242.50 NOVEMBER $824.50 $0.00 $1,250.00 $0.00 Baseline Comms Management + Meetings $194.00 Baseline Web Updates $145.50 Baseline Press Relations + Press Releases $97.00 Baseline unknown external requests $97.00 Social Media Contractor $0.00 $1,250.00 Work with poster artist $145.50 Gift Certificates $145.50 DECEMBER $630.50 $0.00 $1,250.00 $0.00 Baseline Comms Management + Meetings $194.00 Baseline Web Updates $145.50 Baseline Press Relations + Press Releases $97.00 Baseline unknown external requests $97.00 Social Media Contractor $0.00 $1,250.00 Work with poster artist $97.00 I Northwest Maritime Center Wooden Boat Foundation Budget Overview January through December 2022 Jan - Dec 22 Ordinary Income/Expense Income 4029 - In -kind Contributions $ 9,500 4030 - Donations - Unrestricted $ 6,252 4040 - Program Events $ 457,491 4043-1 - Sponsorships In -kind $ 15,000 4500 - Membership Dues $ 12,500 4800 - Publishing $ 23,500 4980 - Allocate Sponsorship Revenue $ 18,814 Total Income $ 543,057 Cost of Goods Sold 5000 - COG Sold $ 19,587 5300 - COG Sold - Publishing $ 16,763 Total COGS $ 36,350 Gross Profit $ 506,707 Expense 6000 - General Expense $ 4,914 6020 - Dues/Subscriptions/Trng $ 100 6023 - Equipment & Sm Tools $ 1,200 6025 - Equipment Rental $ 33,575 6030 - Events $ 22,000 6035 - Insurance $ 13,710 6040 - Bank Fees & Charges $ 16,013 6050 - Marketing $ 62,521 6100 - Supplies / Materials $ 4,690 6200 - Taxes $ 9,624 6300 - Moorage $ 38,000 6850 • Utilities $ 7,200 6880 - Volunteer/Donor Appreciation $ 11,500 6943 - In -kind Expense $ 24,500 6989 - Allocated Expenses $ 56,925 7100 - Payroll Expenses $ 85,084 7200 - Professional Fees $ 13,472 Total Expense $ 405,028 Net Ordinary Income $ 101,679 Net Income $ 101,679 Page 1 of 1 S Northwest Maritime Center Wooden Boat Foundation Estimated Profit & Loss January 1 through October 13, 2022 Income In -Kind Contributions $ 5,990.00 Total Contributed Revenue $ 5,990.00 Events Tickets & Registration Fees $ 212,229.00 Boat Exhibitor $ 30,745.00 Commercial Exhibitor $ 34,555.00 Bar $ 48,544.00 Food Vendor $ 3,575.00 Burgee $ 1,905.00 Grounds RV Space $ 13,457.00 Total Events $ 345,010.00 Rental Discounts $ (450.00) Publishing $ 25,342.00 Sponsorships $ 8,022.00 Total Earned Revenue $ 377,924.00 Cost of Goods - Retail $ 6,716.00 Cost of Goods Sold - Publishing $ 16,827.00 Cost of Goods Sold - Other $ 7,133.00 Total Cost of Goods Sold $ 30,676.00 Gross Profit $ 353,238.00 Expenses Rent $ 26,000.00 Maint & Repairs $ 256.00 Utilities $ 1,040.00 Technology $ 1,766.00 Program Expenses $ 23,977.00 Events Expenses $ 78,120.00 Marketing $ 21,422.00 General Expenses & Misc. $ 15,507.00 In -Kind Expenses $ 5,095.00 Insurance $ 9,795.00 Allocated Operating Expenses $ 44,972.00 Staff Support/Travel $ 53.00 Payroll $ 62,738.00 Total Expenses $ 290,741.00 Net Income $ 62,497.00 Board of Directors Mailing Address Board of Directors 431 Water Street Port Townsend, WA 98368 Lynn Terwoerds . President Harium Martin -Morris Scott Vokey • Vice -President Alyssa Moir LeeAnne Schirato • Secretary Ron Moller Jeanne Goussev • Treasurer Stuart Mork Alex Adams Caitlin Olmstead Mark Bunzel Steve Oliver Sally Goetz Shuler Kristin Sandaas Daniel Hawkins Sarah Scherer Bruce Jones Luke Strong-Cvetich David King Trina Wellman Jon Lamperth