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Home My WebLink About2023 Jefferson County Historical Society-GatewayRECEIVED OCT 14 2022 JEFFERSON COUNTY 2023 Proposal Checklist for Tourism Promotion ACtiVC1fl6gIONER1 Organization Name Jefferson County Historical Soci Event Name, if different Olympic Peninsula Gateway Visitor Center Proposed Contract Amount: $91,655.00 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 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: afmcknight(a)co.iefferson.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) Total Lodging Tax Request: Estimated 2023 org. operating Jefferson County Historical Society 540 Water St. Port Townsend, WA 98368 William Roney 905 Hidden Trail RD Port Townsend, WA 98368 360-437-0120 Evening or Cell Phone 360-531-0120 gatewayvcr@olympus.net Olympic Peninsula Gateway Visitor Center $: 91,655.00 budget (Incl. Lodging Tax funds) $92,455.00 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 $ $ $ $ $ $ uia your organization receive Lodging Tax Funds from the County in 2022? 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: _-s Date: 10/14/2022 William Roney Site Manager Print Name and Title: Documents submitted to the County are public records, potentially eligible for release 1. Itemized List of Proposed Tourism Promotion Services Organization (or Event) Name: Olympic Peninsula Gateway Visitor Center 2. Proposal Questions Please confine your answers to no more than one page for each question. 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 Gateway Visitor Center has been managed by the Nonprofit Jefferson County Historical Society since 2007. Our Visitor Center is located at 93 Beaver Valley road at junction of Hwy. 104 and Hwy. 19 near the Hood Canal Bridge. We carry over 150 informational brochures featuring local business and events. A verity of activities and amenities on the Olympic Peninsula are displayed in our tour informational area outside of Center for visitor education as well. All of this promotes visitor interest and longer stays in our County and around the Olympic Peninsula. The Center offers free display and promotion for all business in Jefferson County regardless of location or Chamber affiliation. The Gateways Visitor Center mission is to support and drive the tourism industry in Jefferson County. LTAC funds for the Gateway beyond our 6 day a week scheduling, year round openings, building upkeep and maintenance, and Public toilets, are spent in a diversified manner including print, web, Facebook and all other forms of electronic media. All of the advertising and promotions done by the Gateway point to our websites, these contain information about Jefferson County lodgings, restaurants, events, things to do, everything tourists need to know to draw them to Jefferson County and keep them on the Olympic Peninsula for extended stays. The Center also provides for staff service in other marketing venues for Jefferson County including the Jefferson County Tourism Coordinating Council, chaired by Gateway Manager, and Olympic Peninsula Tourism Commission. Management staff is also as a voting member on O. P. Tourism Commission and Marketing sub -committee there. In 2022 staff was spending more than 20% to 30% of management time in development, production, and maintenance of programs outside the VIC. Our staff is involved as lead in Jefferson County Lodging List production, used to produce the Jefferson County Activities Map, Olympic Peninsula Travel Planner, the Jefferson County, Leader- Getaway Guide, and website Lodging List. The Gateway Visitor Center provides a dedicated, contracted, Media Manager that provides monthly entry of articles and oversight for our comprehensive tourism websites, www.olympicpeninsula.org, www.enjoyolympicpeninsula.com and an active Facebook site for Gateway, Jefferson County, and the Olympic Peninsula, as well. 2. If this is a continuing promotion, facility or event, how is it different than in the past? The Gateway Visitor Center is also, now, heavily involved in programs developing a cohesive response to Coronavirus Pandemic. Much of our focus during the pandemic is educating the traveler in how to Recreate Responsibly and Safely. Beyond updating and educating our travelers we also trying to disperse the visitors, easing overcrowding at popular sites and to highlight the sylvan Olympic Experience. We have continued to expand and refine our outdoor display area to include most important, informative publications with QR Codes, other direct links to websites, and phone numbers information to maintain a 24 hour, 7 day a week connection traveling public even when the door is closed. Now, with this expansion, some 60% of our communications with visitors takes place in this outdoor informational area, as confirmed by our surveillance cameras. 3. Describe how you intend to market/promote your promotion, facility, event or activity to potential tourists who reside outside Jefferson County. a) The timeline for the tourism promotion activity you are proposing The Gateway will be open 6 days a week, 10 to 4 o'clock, Monday through Saturday, from January 2nd through December 315t b) Target Audience Our target audience is the general traveling public on the whole Olympic Peninsula. We provide promotional services and support for both Jefferson and Clallam Counties. c) Promotion methods you intend to use to reach the target audience. The Gateway Visitor Center will use the most effective Promotional tool known, face to face conversation biased on traveler's needs. We will also use all of the conventional promotional tools, like printed materials, Examples: our Gateway Activities Map, and Olympic Peninsula Travel Planner, and our Bulk Mailing program. On the web the Gateway uses www.enjoyolympicpeninsula.com www.olympicpeninsula.org , and our Facebook site to connect and inform. d) Describe how you will promote overnight stays at Jefferson County lodging establishments. Our dedicated staff and volunteers know our area and lodgings, this articulate local knowledge allows us to tailor our visitor's needs to specific lodging venues to suit, and we also provide emergency information for those that have not booked lodgings in advance, and just need a spot, any spot. This local knowledge also carries over to those seeking campgrounds in peak times. e) 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 Gateway Visitor Center will work in collaboration and partnership with Jefferson County Tourism Coordinating Council and the Olympic Peninsula Tourism Commission as in the past. 4. How will you measure the effectiveness of your promotion, facility, event or activity? We will measure our success by direct count from our daily Visitor Registration sheets, bulk Mailings, Facebook, website activity logs, and Lodging Tax dollars collected. 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.) The Gateway Visitor Center provides a Report of activities for our Center to Jefferson County Commissioners on a monthly basis. This includes visitor numbers through the door, bulk mailings, in-house distribution of brochures in Jefferson county and beyond, daily openings, volunteer, and staff time 5. What economic impact can we expect in Jefferson County from your proposed promotion, facility, event or activity? a.) Actual number of tourists at your event/facility last year (2021): At end of December 2021 5,430 visitors through the door 24,679 in distribution of Activity Maps b.) Estimated number of tourists who will attend your event/facility this year (2022): 5,000 to 5,500 onsite visitors 26,000 in distribution of Activity Maps 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). Based on average 2 night stay, conservative estimate, $1,700,000.00 in Lodging expenditures. Based on 2.5 day stay, $2,400,000.00 expenditures in food, entertainment and other costs. 6. Describe your organization's area of expertise. Do you provide a unique service? As stated in question 3c, the Gateway Visitor Center will use the most effective Promotional tool known, face to face conversation biased on onsite traveler's needs. The Gateway is specific in response to traveler's actual questions on lodging, recreation, and safety. We will also use all of the conventional promotional tools, like printed materials, Examples: our Gateway Activities Map, and Olympic Peninsula Travel Planner, and our Bulk Mailing program. On the web the Gateway uses www.enjoyolympicpeninsula.com , www.olympicpeninsula.org , and our Facebook site to connect and inform. 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: X Proposed 2023 promotion, facility, event or activity budget including income and expenses. X 2022 Budget and Actual income and expense year to date statement(s). X 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. X If you desire, you may provide samples of promotion materials such as brochures or promotional materials (maximum of five). GATEWAY 2023 BUDGET JANUARY-DECEMBER Gateway VIC 2023 Proposed Budget January December 2023 Income 4000 • Income 4020 Donations 500.00 4010 Jefferson County LTAC 91,655.00 4050 Sale Items - Other (candy, etc) 300.00 Total 4000 Income 92,455.00 Total Income Cost of Goods Sold 5000 • Cost of Good Sold 150.00 Total COGS 150.00 Gross Profit 92,305.00 Expense 7900 • Off Site Marketing Exp 7510 Bulk Mailing, OPVB, Cert.Folder 4,800.00 7030 Dues 100.00 7530 Internet, computer/sftwr/svc 700.00 7750 Marketing/Web Promo & Mgmt 4,500.00 7070 • Travel 250.00 Total 7900 • Off Site Marketing Exp 7000 • On -Site Expense 7200 • Bldg/Maintenance Supplies 7110 • Bldg Rprs & Park'g Lot Maint 7601 • Misc. Supplies 7020 • Office Equipment/Mtce 7500 • Office Supplies 7600 • P.O. Box Rental 7065 • Volunteer Functions 7540 • Water Total 7000 • On -Site Expense 8000 • On Site Utilities 8010 • Electricity 8040 Sani-Can Service 8020 Telephone/Internet services 8030 Trash Pick-up Total 8000 On Site Utilities 6000 • Payroll Expenses 6580 Consulting Services & Fees 6575 Payroll taxes Paid by JCHS 6570 • Wages Paid by JCHS Total 6000 • Payroll Expenses Total Expense 2022 GATEWAY BUDGET January thru September TOTAL Jan - Sep 22 Ordinary Income/Expense Income 4000 • Income 4020 Donations 298.95 4010 Jefferson County LTAC 74,500.00 350.00 3,500.00 50.00 500.00 350.00 350.00 100.00 180.00 1,350.00 4,000.00 2,300.00 900.00 8,850.00 3,600.00 5,575.00 57, 500.00 67,375.00 91, 655.00 4050 • Sale Items - Other (candy, etc) 107.20 Total 4000 • Income 74,906.15 Total Income 74,906.15 Cost of Goods Sold 5000 • Cost of Good Sold 139.88 Total COGS 139.88 Gross Profit 74,766.27 Expense 7900 • Off Site Marketing Exp 7510 • Bulk Mailing, OPVB, Cert.Folder 1,700.82 7030 • Dues 0.00 7530 • Internet, computer/sftwr/svc 697.61 7750 • Marketing/Web Promo & Mgmt 3,971.43 7070 • Travel 0.00 Total 7900 • Off Site Marketing Exp 6,369.86 7000 • On -Site Expense 7200 • Bldg/Maintenance Supplies 207.29 7110 • Bldg Rprs & Park'g Lot Maint 2,355.48 7007 • Counter Candy - Free 2.67 7601 • Misc. Supplies 0.00 7020 • Office Equipment/Mtce 530.76 7500 • Office Supplies 502.17 7600 • P.O. Box Rental 198.00 7065 • Volunteer Functions 0.00 7540 • Water 147.48 Total 7000 • On -Site Expense 3,943.85 8000 • On Site Utilities 8010 Electricity 660.27 8040 Sani-Can Service 3,230.68 8020 Telephone 1,734.89 8030 Trash Pick-up 513.10 Total 8000 On Site Utilities 6,138.94 6000 • Payroll Expenses 6580 Consulting Services & Fees 2,400.00 6575 Payroll taxes Paid by JCHS 3,754.30 6570 Wages Paid by JCHS 35,166.64 Total 6000 Payroll Expenses 41,320.94 Total Expense 57,773.69